Role Purpose
The Meetings & Events Officer will assist in organizing, managing, and executing meetings and events across OSF’s international office sites and external venues. This position will enhance uniformity in event processes, procedures, policies, tools, and recommended practices across the organization, providing colleagues with straightforward direction and hands-on support throughout each event’s duration.
The Meetings & Events Officer will collaborate with internal event planners, Global Operations teams, and external suppliers, delivering expert logistical and operational assistance for high-priority and intricate events. This position demands exceptional organizational abilities, sharp decision-making, cross-cultural competence, and the capacity to maintain composure, take initiative, and prioritize solutions amid rapidly evolving event conditions.
Oversee and execute a comprehensive range of duties encompassing strategic planning, operational management, and team leadership to ensure organizational goals are met efficiently and effectively. Lead cross-functional initiatives, fostering collaboration and driving innovation while maintaining high standards of performance and accountability. Develop, implement, and monitor policies, procedures, and best practices to optimize workflows, enhance productivity, and mitigate risks. Analyze complex data, identify trends, and provide actionable insights to senior leadership to support informed decision-making. Serve as a liaison between departments, stakeholders, and external partners to align efforts and resolve conflicts. Mentor and coach team members, promoting professional growth, skill development, and a culture of continuous improvement. Ensure compliance with industry regulations, legal requirements, and internal policies while upholding ethical and sustainable business practices.
Provide assistance in facilitating organization-wide event planning and coordination efforts to ensure seamless execution and alignment with strategic objectives.
Gain comprehensive knowledge of OSF-hosted and OSF-attended meetings and events to ensure full awareness of their purpose, scope, and outcomes.
Support the development of a structured framework for meetings and events, encompassing the entire event lifecycle, establishing efficient workflows, defining policies, and clarifying the roles and responsibilities of all internal and external stakeholders involved.
Offer structured guidance to event organizers on comprehensive event planning and seamless execution within the defined support framework, ensuring adherence to established parameters. Should requests fall beyond the designated scope, escalate them with professionalism, tact, and unwavering integrity to the relevant stakeholders.
In partnership with meeting and event organizers, continuously enhance the framework supporting meetings and events by refining processes and adjusting to evolving organizational requirements.
Provide education and support regarding event tools and organizational policies to ensure proper usage and compliance.
Guide event organizers through the pertinent event tools and applicable policies, including those overseen by external vendors and other internal colleagues.
Deliver consistent training sessions to event organizers, focusing on event design principles, operational workflows, tools, and regulatory compliance.
Develop and maintain a comprehensive collection of supporting materials for the meetings and events support framework, ensuring clear organization and seamless sharing with event organizers to facilitate easy access and effective utilization.
High-priority and intricate event support requires a proactive approach to managing critical situations with precision and efficiency. This role demands the ability to assess, prioritize, and address complex challenges under tight deadlines, ensuring seamless execution and minimal disruption. Candidates must possess strong analytical skills, adaptability, and the capacity to coordinate with multiple stakeholders while maintaining clarity under pressure. Responsibilities include real-time problem-solving, resource allocation, and maintaining high standards of service delivery in dynamic environments.
Deliver comprehensive, in-person logistical assistance for critical, multifaceted events.
Collaborate effectively with event organizers and event management firms to meticulously prepare for intricate events while liaising with a diverse range of internal and external stakeholders.
Demonstrate resilience and composure in high-pressure environments, enabling rapid decision-making and effective handling of unforeseen challenges that may arise during events.
The role involves overseeing vendor relationships and ensuring seamless event execution through their services. Responsibilities include coordinating with vendors to confirm deliveries, installations, and services, as well as resolving any issues that may arise during events. Additionally, the position requires monitoring vendor performance, maintaining accurate records of contracts and agreements, and facilitating timely payments. Strong communication skills and the ability to manage multiple vendor relationships are essential, along with a keen attention to detail and problem-solving capabilities.
Foster strategic partnerships with hotels, event venues, and vendors across key operational cities to ensure seamless collaboration and service delivery.
Develop and uphold comprehensive master service agreements with top-tier event planners and venues, encompassing both global partnerships and region-specific or local collaborations.
Oversee the utilization of worldwide event suppliers, encompassing tasks such as processing booking confirmations, handling payments, and assessing performance metrics.
Regularly evaluate the preferred external venues, accommodations, and other event vendors to ensure they continue to meet the needs of meetings and events, incorporating staff feedback on their effectiveness.
Collaborate effectively across diverse teams and champion ongoing enhancements to drive organizational excellence.
Collaborate with colleagues across Global Operations, One Ops teams, event organizers, and programmatic staff to ensure flawless event planning and execution while driving continuous improvements.
Collaborate closely with facilitators, consultants, and external partners to enhance their experience and maximize their contributions to the success of OSF events.
Collaborate with the Global Associate Director to strengthen event workflows and refine policies by systematically pinpointing operational inefficiencies and proposing strategic improvements.
The preferred applicant will possess a comprehensive understanding of the position’s core responsibilities and demonstrate proficiency in the required skills and qualifications. They will exhibit strong analytical and problem-solving abilities, with a proven track record of successful project delivery. Excellent communication and interpersonal skills are essential, along with the capacity to collaborate effectively within a team environment. The candidate should also display adaptability, a commitment to continuous learning, and a dedication to achieving organizational objectives.
Holds a high school diploma or equivalent qualification as a fundamental requirement.
A bachelor’s degree or relevant professional experience serves as the foundational requirement for this position.
Essential Experience
Professional experience in organizing or facilitating comprehensive meetings, events, conferences, or multi-stakeholder engagements from inception to completion is required.
Experienced in managing the organization and execution of multiple event workstreams, overseeing critical elements such as timelines, logistics, stakeholder engagement, venue selection, vendor coordination, participant requirements, and post-event follow-up actions.
Proficiency in collaborating with external vendors, venues, hotels, event agencies, and service providers is required, encompassing tasks such as negotiation, booking, contract facilitation, and post-event performance evaluation.
You must possess exceptional project coordination abilities, demonstrating proficiency in managing overlapping priorities, strict deadlines, and evolving project demands.
Proven expertise in stakeholder engagement, demonstrated through effectively leading internal event planners through established protocols, regulatory frameworks, and logistical event specifications.
Must maintain composure, focus on solutions, and uphold professionalism in high-pressure or live-event scenarios.
The ideal candidate will demonstrate meticulous attention to detail and diligence in follow-through, ensuring thorough documentation, accurate task tracking, and strict adherence to established processes.
Demonstrates flexibility and readiness to undertake travel for critical or intricate events as the situation demands.
Proficient command of English and native-level fluency in the local language spoken at the office location are essential.
With proven experience in a similar capacity considered advantageous, ideal candidates will bring a background that includes relevant work in comparable roles. This background may encompass prior involvement in positions with analogous duties and responsibilities, enhancing their suitability for the advertised role.
With a background in global, regional, nonprofit, foundation, or philanthropic organizations—or within development-focused, international agencies, or mission-driven initiatives—you bring valuable experience to this role.
We seek candidates with a proven track record collaborating with event management firms.
Proficiency with event management platforms, such as Stove or TROOP, along with registration systems, travel coordination tools, or comparable software solutions, is required.
Develop event guidance documents, workflows, checklists, templates, and knowledge resources.
Skilled in facilitating events with a focus on ensuring accessibility, maintaining safeguarding standards, upholding security measures, adhering to protocol, and accommodating sensitive participant needs.
Fluency in French or the capacity to function effectively in a professional setting is essential, especially for assignments based in Dakar or roles that involve supporting West Africa operations.
We are seeking a highly skilled and experienced Language professional to join our team. The ideal candidate will possess exceptional fluency in both written and spoken forms of the target language, along with a deep understanding of its cultural nuances. Proficiency in translation, interpretation, and localization is essential, as is the ability to adapt communication styles for diverse audiences. Strong research and analytical skills are required to ensure accuracy and cultural relevance in all deliverables. The role demands meticulous attention to detail, outstanding organizational abilities, and the capacity to meet tight deadlines without compromising quality. Familiarity with industry-specific terminology and tools will be advantageous.
Proficiency in both English and the native language of the office’s location is required.
Responsible for planning, booking, and organizing all travel arrangements, including flights, accommodations, and transportation, while ensuring cost-effectiveness and adherence to company policies. Coordinates schedules to align with business needs, manages itineraries, and provides travelers with necessary travel documents and updates. Handles travel disruptions, such as cancellations or delays, and offers timely solutions. Maintains accurate records of expenses and travel details for reporting and reimbursement purposes. Collaborates with internal teams and external vendors to optimize travel logistics and enhance efficiency. Requires exceptional organizational skills, attention to detail, and the ability to work under tight deadlines. Proficiency in travel booking systems and strong communication skills are essential.
Frequent travel is a requirement, with the amount varying based on the specific responsibilities of the position.
Demonstrates proficiency in key functional competencies essential for the role, including strategic planning, process optimization, and cross-functional collaboration. Applies analytical and problem-solving skills to identify inefficiencies and implement data-driven solutions. Exhibits strong communication and leadership abilities to align teams with organizational objectives. Maintains a customer-centric approach while ensuring compliance with industry standards and regulations. Leverages technology and innovation to enhance operational performance and drive continuous improvement.
We specialize in orchestrating and managing events, ensuring seamless planning and execution from start to finish. This role requires meticulous attention to detail, strong organizational skills, and the ability to multitask effectively in fast-paced environments. Key responsibilities include coordinating vendors, managing budgets, developing event timelines, and overseeing logistics to deliver exceptional experiences. Proficiency in event management software, excellent communication abilities, and a proactive approach to problem-solving are essential for success in this position.
Capable of effectively managing numerous meetings and events concurrently, both within office settings and at external venues.
Demonstrates meticulous attention to detail, proactively identifying logistical needs, potential risks, dependencies, and participant-specific requirements.
Able to effectively navigate tight deadlines, adapt to evolving priorities, and oversee multiple concurrent event projects with ease.
Proficient in fostering clear, strategic communication and guiding stakeholders through complex processes with precision and professionalism.
Experienced in fostering clear and diplomatic communication, adept at collaborating seamlessly with colleagues across all organizational levels.
Proficient in guiding event organizers through workflows, policies, tools, and intricate procedures.
Proficient in liaising professionally with vendors, venues, facilitators, consultants, and event partners on behalf of the organization.
Demonstrated ability to assess situations critically, identify key issues, and implement effective solutions under pressure is essential. Responsibilities include making accurate and timely decisions regarding event outcomes, ensuring adherence to established rules and guidelines. Candidates must possess strong analytical skills to evaluate performance and make fair judgments while maintaining objectivity and professionalism throughout the process.
Skilled in rapidly resolving issues that arise during pre-event preparations and actual event execution.
A solutions-driven approach is applied to vendor-related challenges, participant needs, logistics concerns, and stakeholder inquiries.
Exercises discernment and sound decision-making when navigating complex, sensitive, or high-pressure scenarios with composure and prudence.
Responsible for overseeing and cultivating relationships with vendors, venues, and external partners, ensuring seamless collaboration and alignment with organizational objectives. Develops and maintains strategic partnerships to enhance operational efficiency, negotiate favorable terms, and secure high-quality resources. Monitors vendor performance, addresses service-related issues, and enforces contract compliance to uphold service standards and mitigate risks. Identifies opportunities for cost savings, process improvements, and innovative solutions while fostering long-term, mutually beneficial agreements. Collaborates with cross-functional teams to align external engagements with business goals, ensuring timely delivery and optimal outcomes.
Able to cultivate strong, productive partnerships with hotels, event venues, agencies, and various service providers.
Capable of facilitating negotiations, managing bookings, executing contracts, coordinating services, and monitoring vendor performance.
Skilled at engaging and managing external partners for high-stakes, intricate, or priority-driven events with confidence.
We seek candidates with a strong technical skill set and a meticulous focus on process-oriented methodologies. The ideal applicant will demonstrate proficiency in technical disciplines and exhibit a systematic approach to executing tasks and resolving challenges. This role demands an individual capable of maintaining high standards of technical accuracy while adhering to established workflows and best practices.
Proficient in utilizing event tools such as registration platforms, TROOP, notification systems, and comparable software, with a willingness to continuously expand technical skills.
Capable of adhering to established procedures and supporting colleagues in implementing them uniformly.
Proficient in creating, organizing, and updating documentation for event processes, including guidance materials, checklists, and knowledge resources.
The role focuses on enhancing processes and optimizing workflows through ongoing improvement initiatives. Key responsibilities include identifying inefficiencies, implementing corrective actions, and fostering a culture of continuous enhancement. The position requires strong analytical skills, proficiency in data interpretation, and the ability to collaborate across teams to drive operational excellence. Candidates should demonstrate a track record of problem-solving, change management, and process optimization in dynamic environments.
Seeks to enhance event workflows, procedures, tools, and supporting materials.
Receives constructive input and actively implements viable suggestions to enhance event management processes.
Facilitates alignment and uniformity of practices among distributed teams worldwide, ensuring adherence to established standards.
We are seeking a results-driven professional with exceptional interpersonal skills, strong problem-solving abilities, and a collaborative mindset to thrive in a dynamic work environment. The ideal candidate must demonstrate adaptability, emotional intelligence, and a commitment to continuous learning to effectively manage challenges and drive team success. Proficiency in communication, both verbal and written, alongside a proactive approach to conflict resolution, is essential for fostering productive working relationships. Additionally, the role requires a high degree of accountability, ethical decision-making, and the capacity to inspire and motivate others toward shared goals.
Adaptability and the ability to maintain composure in high-pressure situations are essential qualities for this role.
Thrives in dynamic and occasionally high-pressure settings, maintaining composure and effectiveness under demanding conditions.
Maintains a calm and collected demeanor when handling intricate situations characterized by numerous dynamic components.
Adapts strategies promptly in response to changing event needs, evolving stakeholder demands, or emerging risks.
Cultural competence and global collaboration are essential to fostering inclusive environments and driving international teamwork. This role requires the ability to navigate diverse cultural contexts, adapt communication styles, and bridge differences to enhance intercultural understanding. Successful candidates will demonstrate sensitivity to varied perspectives, facilitate meaningful cross-cultural interactions, and contribute to global initiatives with an open-minded and respectful approach. Experience in multicultural settings, strong interpersonal skills, and proficiency in recognizing cultural nuances are critical to excelling in this position.
Proven track record of collaborating effectively with global teams and engaging with attendees from varied cultural backgrounds during events.
Proficient in navigating diverse global contexts, accommodating varied time zones, languages, accessibility requirements, and cultural sensitivities.
Proficient in fostering respectful and effective cross-cultural communication.
Professionalism, discretion, and integrity are essential qualities for this role. Candidates must demonstrate unwavering commitment to maintaining confidentiality, handling sensitive information with care, and adhering to ethical standards in all professional interactions. Strong moral principles and a high degree of personal responsibility are required to uphold the trust placed in this position.
Maintains the strictest confidentiality when handling sensitive or confidential information.
Demonstrates and upholds the organization’s core values consistently in all dealings, whether internal with colleagues or external with stakeholders.
Exhibits unwavering dependability, professionalism, ethical conduct, and sound decision-making capabilities.
Demonstrates a strong sense of accountability and drives projects forward with independent problem-solving and decisive action. Takes ownership of tasks and challenges, ensuring timely and effective resolution while fostering continuous improvement. Consistently seeks opportunities to enhance processes and deliver measurable results with minimal supervision.
Initiates actions proactively, demonstrating self-direction and the ability to work independently without requiring constant oversight.
Proactively identifies and addresses needs in advance, particularly for critical or executive-level engagements.
Consistently honors commitments while proactively identifying and communicating potential risks to secure necessary support or decisions in a timely manner.
Service Orientation
Delivers a practical, solution-oriented, and collaborative approach to assist event organizers and team members in overcoming challenges.
Maintains a strong balance between prompt responsiveness and adherence to established processes, while also establishing and respecting clear boundaries.
Demonstrates reliability, clarity, and composure, particularly in high-pressure situations, to foster trust.
Proficient in multiple languages, including but not limited to [list languages if applicable]. Excellent written and verbal communication skills in at least two languages, with fluency in reading, writing, and comprehension. Capable of translating complex concepts accurately between languages while maintaining cultural context and sensitivity. Demonstrates strong interpersonal abilities to engage effectively with diverse audiences and stakeholders. Prior experience in multilingual environments or roles requiring language proficiency is highly desirable.
Proficient in the local language of the assigned location and possess strong English language skills.
Proficiency in French is preferred, especially for positions involving interaction with Francophone stakeholders, vendors, or event attendees.
What we offer
This role offers remarkable prospects for professional growth and meaningful contributions, including access to a substantial annual allowance for development, on-site training initiatives, and insightful discussions with industry leaders.
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Our organization offers a comprehensive benefits package and attractive perks designed to enhance well-being and foster a harmonious work-life balance, which includes:
Generous vacation policies and adaptable scheduling options are provided to support work-life balance.
Employees are expected to work from an Open Society office on at least half of their scheduled working days each month.
Comprehensive health insurance and dental coverage are provided at no cost to employees, encompassing both individual and family plans.
Our organization offers a premier retirement savings plan, which is fully funded by the employer, and comprehensive life insurance coverage.
Progressive parental leave policies, comprehensive reproductive and family planning assistance, and a range of additional benefits are available.
We value a workplace that embraces diversity and inclusion, empowering you to contribute authentically and drive meaningful change.
Qualifications
BA/BSc/HND , Professional Certificate
