To deliver transformative outcomes, this position is designed to drive strategic initiatives and foster innovation within the organization. The core objective encompasses enhancing operational efficiency, optimizing performance metrics, and aligning cross-functional efforts to achieve overarching business goals. Key responsibilities include leading high-impact projects, cultivating stakeholder relationships, and championing data-driven decision-making to sustain competitive advantage. The ideal candidate will possess a proven track record in [relevant field], complemented by exceptional leadership capabilities and a commitment to fostering a culture of continuous improvement.
The Meetings & Events Officer will assist in the planning, coordination, and execution of meetings and events across OSF’s international office locations and external venues. This position will play a key role in enhancing consistency in event workflows, policies, tools, and best practices across the organization, ensuring that colleagues receive clear guidance and hands-on support throughout each event’s lifecycle.
The Meetings & Events Officer will collaborate with internal event planners, Global Operations teams, and external partners to deliver expert logistical and operational assistance for high-priority and intricate events. This position demands exceptional planning abilities, sound decision-making, cultural sensitivity, and the capacity to maintain composure, proactivity, and a solution-oriented mindset in dynamic event settings.
Oversee and execute a comprehensive range of duties, ensuring alignment with organizational objectives and industry standards. Collaborate with cross-functional teams to streamline processes, enhance efficiency, and drive continuous improvement. Perform in-depth analysis, interpret data, and generate actionable insights to inform strategic decision-making. Manage project timelines, allocate resources effectively, and maintain rigorous quality control to achieve deliverables within specified parameters. Liaise with stakeholders to foster open communication, address concerns, and cultivate productive partnerships. Stay abreast of emerging trends, best practices, and regulatory changes to sustain competitive advantage and operational excellence.
Collaborate effectively with cross-functional teams to facilitate and streamline organization-wide event planning and coordination efforts.
Acquire comprehensive knowledge of all meetings and events organized by OSF or participated in by OSF staff.
Support the development of the meetings and events support framework, encompassing the entire event lifecycle, standardized workflows, policies, and the delineation of roles and responsibilities for both internal and external stakeholders.
Deliver clear, sequential instructions to event organizers to facilitate meticulous planning and flawless execution within the designated support framework; should requests fall outside the defined scope, promptly escalate them to the relevant stakeholders with professionalism, tact, and unwavering integrity.
Collaborating closely with meeting and event organizers, you will play a key role in refining and enhancing the meetings and events support framework through a commitment to continuous improvement. Additionally, this position requires adaptability to evolving organizational needs, ensuring alignment with current demands.
We provide instruction and support for event tools and policies to ensure proper utilization and adherence to established guidelines.
Guide event organizers on the proper use of essential event tools and policies, ensuring they understand both those administered by external vendors and those overseen by internal colleagues.
Deliver ongoing educational sessions to event organizers focusing on event design principles, operational workflows, tools, and regulatory compliance.
Develop and maintain a well-organized repository of supporting materials tailored to the meetings and events support framework, ensuring seamless access and usability for event organizers.
Provide expert-level support for high-priority and highly complex events, ensuring seamless execution and resolution of critical issues under tight deadlines and demanding circumstances.
Offer comprehensive, in-person logistical assistance for critical and intricate events requiring meticulous coordination and execution.
Collaborate effectively with event organizers and management firms to meticulously plan and execute intricate events, ensuring seamless coordination among all pertinent internal and external stakeholders.
Demonstrate flexibility and composure when facing high-pressure scenarios, enabling swift decision-making and effective resolution of unforeseen challenges that may arise during event proceedings.
We oversee the procurement, coordination, and administration of vendors for events, ensuring seamless operations and adherence to contractual obligations. This includes negotiating terms, managing contracts, and resolving any vendor-related issues to maintain high service standards. Additionally, we provide ongoing support to vendors, addressing inquiries, facilitating communication, and ensuring timely payments. Strong organizational skills, attention to detail, and proficiency in vendor management software are essential for success in this role.
Foster strategic partnerships with hotels, event venues, and vendors across designated operational cities to enhance operational efficiency and service delivery.
Forge and sustain global master service agreements with top-tier event planners and venues across all levels—from international to regional and local scopes.
Oversee the utilization of worldwide event providers, encompassing booking confirmations, payment processing, and performance assessments.
Regularly assess the existing top external venues, accommodations, and other event vendors by evaluating their contributions to meetings and events through staff feedback.
Effective collaboration across departments and a commitment to ongoing enhancement are essential for driving operational excellence and innovation within our organization.
Collaborate with colleagues across Global Operations, One Ops teams, event organizers, and programmatic staff to ensure flawless event planning and execution while driving continuous improvement.
Collaborate with facilitators, consultants, and external partners to enhance their engagement and contributions to the success of OSF events.
Collaborate with the Global Associate Director to enhance event workflows and policies by proactively pinpointing operational inefficiencies and recommending strategic improvements.
The ideal candidate
Essential Education
A bachelor’s degree or a comparable level of professional experience is required.
Essential Experience
Demonstrated expertise in coordinating or executing comprehensive meetings, events, conferences, convening, or high-stakes stakeholder engagements from inception to completion.
We bring expertise in managing diverse event components, such as coordinating timelines, logistics, stakeholders, venues, vendors, participant needs, and post-event follow-up actions, ensuring seamless execution across all workstreams.
Proven expertise in collaborating with external vendors such as venues, hotels, event agencies, and service providers, encompassing key tasks like negotiation, booking facilitation, contract administration, and performance tracking.
Exceptional project coordination abilities are required, demonstrated through adept handling of multiple priorities, strict deadlines, and dynamic requirements with precision and adaptability.
Exceptional stakeholder management capabilities, demonstrated through the capacity to mentor internal event planners in navigating processes, policies, and essential event logistics.
Maintains composure, focuses on solutions, and upholds professionalism under high-pressure or live-event conditions.
Proficient in maintaining meticulous attention to detail and ensuring thorough follow-through, with responsibilities encompassing accurate documentation, diligent task tracking, and strict adherence to established processes.
Demonstrates flexibility and availability to undertake travel for critical or intricate assignments as needed.
Fluent proficiency in English and the local language where the office is situated is essential.
Desirable Experience
Proficiency in a global, regional, nonprofit, foundation, philanthropic, development, international organization, or mission-driven setting is required.
Demonstrated expertise in collaborating with event management firms, having successfully engaged with industry professionals to deliver high-quality services and seamless event execution.
Proven expertise in leveraging event platforms and tools, including Stove, TROOP, registration systems, and travel/event logistics solutions, or comparable technologies.
Develops event guidance documents, workflows, checklists, templates, and knowledge resources.
Extensive background in facilitating events with a focus on accessibility, safeguarding protocols, security measures, official procedures, and handling sensitive participant needs.
Proficient fluency in French or demonstrated working proficiency is essential, especially for positions stationed in Dakar or those involving West Africa coverage.
Proficient communication skills in language, both written and verbal, are essential for this role. Fluency in multiple languages is preferred, with a strong emphasis on clarity, accuracy, and cultural awareness in all interactions. The ideal candidate will demonstrate exceptional proficiency in grammar, syntax, and vocabulary, ensuring precision in every exchange. Additionally, the ability to adapt communication styles to diverse audiences and contexts is crucial for success in this position. Prior experience in translation, interpretation, or multilingual customer support is a valuable asset.
Proficiency in both English and the official language of the office’s location is required.
We are seeking a dynamic professional to undertake regular travel as an integral component of the role, covering domestic and international destinations as required. The position demands flexibility to adapt to varying schedules and destinations, often requiring short-notice arrangements. Proficiency in travel logistics, including booking, itinerary planning, and expense management, is essential. Candidates must possess a valid driver’s license and reliable transportation, as well as the ability to manage travel-related documentation and adhere to company travel policies. Strong organizational skills and a commitment to efficiency are critical to ensuring seamless travel experiences.
Frequent travel is a requirement of this position, with the specific frequency determined by the demands of the role.
Responsible for demonstrating expertise in functional competencies aligned with the role, ensuring alignment with organizational objectives. Accountable for applying specialized knowledge to enhance process efficiency and effectiveness. Required to maintain up-to-date proficiency in relevant industry standards and best practices. Facilitates cross-functional collaboration to drive project success and achieve key performance indicators. Expected to identify opportunities for continuous improvement and implement strategic solutions. Must possess strong analytical, problem-solving, and communication skills to effectively execute responsibilities. Committed to fostering a culture of accountability and professional development within the team.
Event planning and coordination entails meticulous organization and execution of various gatherings, ensuring seamless operations from inception to completion. This role requires adept project management skills to oversee timelines, budgets, and vendor relationships while maintaining exceptional attention to detail. Candidates must possess strong communication abilities to liaise with clients, stakeholders, and team members, fostering clear and consistent collaboration. Proficiency in industry-standard software, such as event management platforms and design tools, is essential for efficient planning and execution. Additionally, the ability to adapt to evolving circumstances, prioritize tasks, and resolve challenges promptly is critical for success in this dynamic field.
Skilled in managing numerous meetings and events concurrently, both within office settings and at external locations.
Demonstrates meticulous attention to detail, proactively identifying logistical needs, potential risks, key dependencies, and specific participant requirements.
Able to effectively navigate demanding schedules, adapt to evolving priorities, and oversee multiple concurrent event initiatives with ease.
Facilitate clear and consistent communication while providing guidance to stakeholders is a critical aspect of this role.
A polished and tactful communicator adept at fostering collaboration across all organizational levels.
Proficient in guiding event organizers through workflows, policies, tools, and intricate procedures.
Capable of serving as a polished ambassador for the organization when interacting with vendors, venues, facilitators, consultants, and event collaborators.
Proactively evaluates situations to identify solutions and render impartial decisions regarding event outcomes, ensuring fairness and adherence to established guidelines. Demonstrates strong analytical abilities to assess challenges and implement effective resolutions while maintaining objectivity during high-pressure scenarios.
Proven ability to resolve issues efficiently throughout pre-event preparations and during live event execution.
Applies a proactive problem-solving approach when addressing challenges related to vendors, participants, logistics, or stakeholders.
Exercises prudent judgment when navigating intricate, delicate, or high-stakes event scenarios.
We are seeking an experienced professional to oversee vendor, venue, and external partner relationships, ensuring seamless collaboration and operational excellence. This role involves negotiating contracts, managing service agreements, and maintaining strong partnerships to support our organizational objectives. Responsibilities include evaluating vendor performance, resolving disputes, and fostering long-term alliances that enhance efficiency and value. Candidates should possess strong interpersonal and negotiation skills, along with the ability to manage multiple stakeholders and deliver measurable results. Experience in procurement, event coordination, or strategic partnerships is preferred.
Proven ability to cultivate strong, productive partnerships with hotels, event venues, event agencies, and external service providers.
Skilled in facilitating negotiations, managing bookings, drafting contracts, coordinating services, and evaluating vendor performance.
Experienced in collaborating with external stakeholders to execute large-scale, intricate, or critical events with precision and confidence.
Technical Competence and Process Orientation
Demonstrates a strong command of technical skills and a systematic approach to work, with expertise in relevant methodologies and tools. Exhibits meticulous attention to detail in executing tasks and a commitment to adhering to established processes. Maintains high standards of accuracy and efficiency while identifying opportunities for improvement. Applies technical knowledge to troubleshoot issues effectively and ensures compliance with industry regulations and organizational policies.
Proficient in utilizing a variety of event management tools, such as registration platforms, TROOP, notification systems, or comparable solutions, with a commitment to continuous learning and adaptation.
Capable of adhering to established operational frameworks and guiding colleagues in their consistent application.
Proficient in creating and updating event processes, guidance documentation, checklists, and knowledge repositories to ensure accuracy and accessibility.
Driving ongoing enhancements and refining operational processes are central responsibilities, focusing on identifying inefficiencies and implementing systematic improvements to elevate workflow performance. This role involves analyzing existing procedures, collaborating with cross-functional teams to gather insights, and developing sustainable solutions that optimize productivity and reduce waste. Key objectives include standardizing best practices, fostering a culture of innovation, and ensuring alignment with organizational goals to sustain long-term growth and operational excellence.
Seeks to enhance event workflows, streamline procedures, optimize tools, and develop supporting materials.
Actively seeks and values feedback while offering practical suggestions to enhance event operations.
Facilitates uniformity and adherence to established benchmarks across international teams.
Proven expertise in applying key personnel competencies to drive exceptional performance and foster a collaborative work environment. Demonstrates strong interpersonal skills, adaptability, and a proactive approach to problem-solving. Exhibits a commitment to continuous learning and self-improvement, coupled with the ability to work effectively both independently and as part of a team. Possesses a high degree of emotional intelligence, enabling empathetic leadership and constructive conflict resolution. Works efficiently under pressure while maintaining a positive attitude and ensuring alignment with organizational values.
Adaptability and the ability to maintain composure amid challenging circumstances are essential qualities for this role. The ideal candidate will demonstrate resilience and poise when facing dynamic situations, ensuring effective performance even under tight deadlines or high-stakes environments.
Thrives under dynamic and occasionally high-pressure conditions, demonstrating adaptability and composure in fast-paced settings.
Demonstrates a composed demeanor while managing intricate situations that involve multiple interdependent components.
Efficiently adapts plans in response to changing event needs, evolving stakeholder requirements, or emerging risks.
Candidates must demonstrate a deep understanding of cultural diversity and the capacity for effective global collaboration, recognizing the value of varied perspectives in driving innovation and fostering inclusive environments. This role requires the ability to navigate cross-cultural interactions with sensitivity, adaptability, and respect, ensuring meaningful engagement with international teams, stakeholders, and communities. Proficiency in cross-border communication, conflict resolution, and inclusive leadership is essential to bridge cultural gaps and promote unity in diverse settings.
Successfully collaborated with colleagues and event attendees from diverse cultural backgrounds and international settings.
Acknowledging the significance of global perspectives, time zones, linguistic diversity, accessibility considerations, and cultural sensitivities.
Proficient in fostering respectful and effective cross-cultural communication.
Professionalism, discretion, and integrity are essential qualities for this role, requiring a steadfast commitment to ethical standards and the ability to handle sensitive information with care. Candidates must demonstrate a high level of maturity and judgment, ensuring confidentiality in all interactions and decisions. Upholding these principles is crucial for maintaining trust, fostering a respectful work environment, and aligning with the organization’s values and reputation.
Manages confidential or sensitive information with the utmost discretion and integrity.
Exemplifies the organization’s core values in every interaction, whether internal with colleagues or external with stakeholders.
Exhibits unwavering reliability, professional maturity, ethical integrity, and sound decision-making skills.
Demonstrates a proactive approach by taking ownership of tasks and driving initiatives forward without requiring external prompting.
Initiates actions proactively, demonstrating self-driven motivation and the ability to proceed independently without requiring explicit guidance.
Proactively identifies and addresses needs before they materialize, with a particular emphasis on high-priority and executive-level engagements.
Demonstrates reliability by fulfilling obligations and proactively communicates potential risks to seek necessary support or decisions in a timely manner.
Service Orientation
Delivers a pragmatic, supportive, and outcome-driven approach in assisting event organizers and team members.
Maintains a harmonious equilibrium between prompt responsiveness and rigorous adherence to established processes, while upholding well-defined boundaries.
Demonstrates dependability and composure while maintaining transparency, particularly in high-pressure situations, to foster trust.
Proficient command of multiple languages is essential, with fluency in both written and verbal communication being a core requirement. Candidates must demonstrate strong proficiency in at least two languages, including the native language of the region where the position is based, as well as English. Additional languages are considered a valuable asset and may enhance your application.
Proficient in the native language of the designated location and possesses a strong command of English.
Proficiency in French is preferred, especially for positions involving interaction with Francophone stakeholders, vendors, or event attendees.
What we offer
Exceptional avenues exist for professional growth and meaningful contributions, including a substantial annual allowance dedicated to professional development for each employee, as well as onsite training sessions and insightful discussions with esteemed visiting experts.
The position offers a comprehensive benefits package and additional perks designed to support overall well-being and foster a positive work-life balance, such as:
Generous vacation policies and adaptable work schedules are offered to employees.
Staff are expected to be present in an Open Society office on at least half of their scheduled working days each month.
Comprehensive health and dental insurance coverage, fully funded by the employer, is provided for both individuals and families, with no employee financial obligation.
Our organization provides a highly competitive retirement savings plan that requires no employee contributions, along with comprehensive life insurance coverage.
Progressive parental leave policies, comprehensive reproductive and family planning assistance, and a range of additional support benefits are provided.
You are expected to uphold and promote a diverse and inclusive work environment where all employees can contribute their unique perspectives and feel valued, fostering a culture of collaboration and mutual respect.
Qualifications
BA/BSc/HND , Professional Certificate
