Events Coordinator

HOW TO APPLY : Please apply online through the school website http://www.unishanoi.org/page.cfm?p=1249

Working hours: 8:00 - 17:00, Monday - Friday (with evening and weekend commitments)

Responsibilities:

UNIS Hanoi is a school that values Community and as such hosts a programme of events throughout the year - all with a common goal of supporting our Community and the School in its delivery of its Mission, Vision and Values.
Events of all scale, for a variety of stakeholders with a range of goals (learning partnerships, community information, programme celebration, School promotion, fundraising) jostle on our busy school calendar.
The Events Coordinator will support the Director of Advancement to provide a professional cross-division service ranging from lead coordination with full logistics responsibility for some events, to a smaller role of consultation and/or support for others.

Specifically, the Events Coordinator will have a range of responsibility from primary coordination (concept and inception, through planning and delivery to break down, debrief and follow up) to more limited support and in some cases, professional guidance and mentoring, especially for our student leaders.

The programme of annual and adhoc events currently includes:

● Institutional highlights such as UN Day and Graduation
● Professional Development events from regional conferences to local workshops
● Fundraising events for institutional programmes
● Community events such as our Community Connections Fair
● Support for SCO (School Community Organisation) events such as our Spring Fair, FUNd Run and Used Book Sale
● Adhoc strategic events with partners including MoET, UNICEF and UNESCO
● Teaching & Learning events like Career Day
● Service Learning events eg. Amazing Arts Auction and ‘Winterfest’
● Occasional logistic support for external events in coordination with our Service Learning and Marketing Teams.
Specifically coordination and support might include:
● Conceptual ideation for events to achieve maximum impact working with Division team leaders
● Team communication and coordination throughout the process including liaising with different UNIS Hanoi teams and understanding the brief and desired outcomes
● Managing a competitive tender process for external partners, contract negotiation and supervision of delivery of services when appropriate
● Budget management and event planning with special respect to UNIS policies of sustainable delivery events
● All logistics from registration, payments, work orders, security briefing, catering etc as necessary
● Quality control management to ensure events are a reflection of the School’s Mission, Values and Vision
● Effective internal communication coordination between all stakeholders in School events, and external communication to ensure maximum exposure with the broader community
● Debrief and review of all events with key stakeholder groups including metrics for delivery success and future planning
● Developing resources and guidelines for continuity of process for all events.
● Other responsibilities as required by the School

KEY COMPETENCIES

1. Technical Capacity

i. Education/Qualification
● Undergraduate Degree, major in events, hospitality, communications or related fields.
● Internationally recognised Degree or Professional Qualification.
ii. Experience
● 5+ years relevant events experience.
iii. Technical Knowledge
● Excellent proficiency in written and spoken in both Vietnamese and English.
● Demonstrated skills in project management and events delivery in an international environment.
● Multicultural communication and presentation skills.
● Good time management and highly organized.
● Excellent proficiency in various software applications such as Google suite, Microsoft Office and related software systems.


2. Stakeholder Responsiveness

i. Relationship Building
● Shows respect for Stakeholders at all times.
● Provides quality advice and effective solutions.

ii. Professional Judgement
● Anticipates Stakeholders problems and is proactive with providing solutions.
● Is aware of and adapts to cultural differences.
● Gives advice to others when appropriate.

3. Management Skills

i. Team
● Allocates staff effectively on jobs by recognising strengths and weaknesses.
● Fosters teamwork and cooperation.

ii. Task
● Provides appropriate level of service to meet Stakeholder expectations.
● Ensures standard level of quality and service by giving clear guidelines to staff.
● Ensures staff understanding of accountability by setting clear objectives.
● Schedules and prioritises work effectively.
● Judges when to say no to a Stakeholder or colleague.
● Plans well in advance to meet deadlines.
● Adds value to others’ work.

iii. People Development
● Continually provides on-the-job training to staff.
● Ensures quality work standards are met.
● Provides opportunities for staff to learn and develop.

iv. Problem Solving

4. Personal Effectiveness

i. Drive & Commitment
● Displays a positive attitude.
● Demonstrates pride in UNIS Hanoi.
● Manages time effectively to increase work efficiency.

ii. Attitude
● Is perceived as out-going, open, friendly and honest.
● Manages stress effectively.
● Understands own limitations.

5. Social Skills

i. Communication Skills

ii. Social Confidence


PLEASE NOTE INTERVIEWS FOR THIS POSITION WILL TAKE PLACE ON DECEMBER 5.
START DATE WILL BE AS CLOSE TO MONDAY JANUARY 6 AS POSSIBLE.

- Competitive remuneration
- Insurance package
- Training opportunities

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