Events and Outreach Coordinator

The Events and Outreach Coordinator, will be responsible for organizing, managing, and implementing all events and outreach activities at the International Solar Alliance. Responsibilities include but are not limited to: event planning and coordination, media outreach and relations, media monitoring, email marketing/outreach, business development, members, partners and stakeholders’ outreach and relations. S/he reports to the Chief of Communications.

Event Planning and Coordination

• Overall logistical coordination of events of the ISA and implementation of event plans and strategies, coordination with relevant internal and external stakeholders, and communication with external suppliers, including for the Assembly, the Committees, the National Focal Points regional conferences, the Sun-Meets, the UN Climate Conferences (COP), and other international and national events as required.
• For all these events, as required, manage logistical arrangements and support functions, including, as needed:
• Ensuring that meeting rooms or venues are available for meetings as required, and required audio visual equipment, interpretation facilities, and document distribution are available, following international standard.
• Administering contracts with external suppliers regarding external venues and other resources in accordance with event budgets and internal procurement processes.
• Liaising with relevant International Solar Alliance officers on meeting preparations and hold coordination meetings.
• Managing on-site services during meetings, responding to and managing last minute changes and developments.
• Coordinating side-events and bilateral and/or informal meetings conducted in the margins of formal meetings.
• Providing accurate and timely meeting information to meeting participants and International Solar Alliance officers.
• Overseeing the distribution of relevant documents to meeting participants and International Solar Alliance officers
• Making and managing travel arrangements (airfares, accommodation, transport, visas, and travel allowances) in a timely manner, including during the event, as needed.
• Advising meeting participants and ISA officials on organisational matters relating to meetings and events, including: Scheduling and other procedural matters, designing, printing of invitations, programmes, and registration forms, compiling participant information and database management, assistance in selection/production of the conference kits, including bags/folders, stationery etc.
• Prepare draft documents for the relevant ISA officials for meetings, including draft and final reports, information and working documents, and invitations and logistical updates.
• Assist the Chief of Unit with the preparation of event budgets, including accurately forecasting materials and resources required for the Conferences, Assembly and Sun-Meets as well as for other ad hoc events.
• Compile of all presentations and photographs from the events/workshops.
• Review the actual costs vis-à-vis the budget, including the consolidation and submission of the final bills.
• Conduct pre and post event evaluations and report on outcomes.

Outreach to Media, Members, Partners and Stakeholders:

• Research market, identify new event opportunities and generate interest.
• Provide logistical support to publicity, advocacy, knowledge-sharing events, and promotional opportunities for the organization to support advocacy and awareness raising.
• Assist in organization and implementation of joint campaigns/events, if required, with other UN Agencies or any other partner agencies.

Other:

• Performs other duties as required, in area of work.

Education

• Advanced university degree in International Relations, Political Science, Administration, Communications Management or equivalent
• A first level university degree in combination with 4 additional years of qualifying relevant experience may be accepted in lieu of an advanced university degree.

Experience:

• A minimum of 6 years of relevant professional experience in planning, implementation and management of conferences and meetings in an international organisation, is required.
• Demonstrated relevant experience in the drafting and researching of written documentation and communication for conferences and meetings is required.
• Strong analytical, communication, presentation and drafting skills is required.
• Knowledge of diplomatic protocol and procedures related to conferences and meetings is desirable.
• Demonstrated experience in the field of renewable and/or solar energy is desirable.

Language and IT skills:

• The role demands substantial writing and verbal communications skills. As English is the official and working language of the Organization, excellent command of both written and spoken English is required.
• Knowledge of other languages (i.e., French, Spanish and Arabic) would be an advantage.
• Satisfactory skills in Outlook, MS Office products, and various ERP systems is highly desirable.

About International Solar Alliance (ISA):

The International Solar Alliance (ISA) is an international organization headquartered in Gurgaon, National Capital Region of India. The vision and mission of the ISA is to provide a dedicated platform for cooperation among solar resource rich countries where the global community, including bilateral and multilateral organizations, corporates, industry, and other stakeholders, can make a positive contribution to assist and help achieve the common goals of increasing the use of solar energy in meeting energy needs of the ISA Member Countries in a safe, convenient, affordable, equitable and sustainable manner.