Chemonics – USAID – CITIES Project – Amman, Jordan - Events Manager
USAID - Chemonics International: CITIES Project
Total years of experience :26 years, 4 Months
WORK EXPERIENCE:
(Mar 14, 2018 - To Date)
Chemonics - USAID - CITIES Project - Amman, Jordan - Events Manager
- Maintain active involvement in the daily events and training within CITIES.
- Coordinate closely with the contacts and vendors to implement workshops, seminars, and community sessions in the field.
- Assist local and expatriate consultants with preparations for training and events materials.
- Ensure compliance with USAID and Chemonics regulations for US training activities.
- Coordinate events and managing all preparations before, during (on-site), and after training and events and in close coordination with the Event and Training owner, to include but not be limited to preparing and sending of check lists, meeting with the technical advisers and technical staff to go over event requirements, booking and confirming event related bookings (refreshments, food& beverages, Venues and locations, transportation, IT….), calling for and conducting preparation meetings for events. The Coordinator must also take part in organizing committees for large scale conference and events, prepare training folders, inserts, name and table tags, charts, tables, etc., in English and Arabic in coordination with the HO\ IED staff.
- Maintain accurate and timely electronic and hard records for all training and events, and utilize SharePoint system and update as required.
- Assist the procurement department to evaluate vendor bids for training-related services.
- Follow-up with participants of USAID/CITIES trainings, and document their feedback of the training programs and what the impact was on their jobs. Evaluate the success of USAID/ CITIES training and events activities, and share results with technical leaders.
- Coordinate with the MEL Team as needed.
- Coordinate with the communications team in implementing the events’ communications plan.
- Supervise the contacts database for the project to ensure its effectiveness and accuracy.
- Assist in maintaining Training Materials, Files, and Systems
- Perform all other relevant duties that may be needed to ensure the overall efficient implementation of the USAID/ CITIES activities.
- Any other duties, as assigned.
- Responsible for managing and overseeing all aspects of JCP event execution (workshops, trainings, conferences, forums, delegation study tours, etc.), ensuring all communication materials, equipment requirements, venue bookings, and logistics are provided in timely manner for Communications Director’s review and are DAI/USAID-branded compliant.
- Manage all aspects of relationship with subcontractors managing the JCP events, including schedules, deliverables, and budgets.
- Manage event interns/volunteers as needed.
- Update and maintain USAID TraiNet system, based on inputs from relevant task leaders.
- Support study tours and JCP-related business trip logistics, including travel booking to ensure each event is seamlessly organized.
Planning
- Develop and maintain project-wide events and public meetings calendar, noting which activities require USAID and/or Embassy participation and at which level.
- Work with the Senior Management Team on prioritizing all proposed events for each quarter and manage process for submitting and reviewing proposed events, including reviewing timing, budgets, required staff, etc.
- Work with the JCP Director of Communications to facilitate decision making on the implementation of urgent events, in consultation with SMT.
- Organize post-event meetings to evaluate lessons learned and ensure that lessons learned are shared with key JCP team members and are woven into future events.
- Ensure all M&E-related documentation from each event/training is provided to the M&E team as necessary.
Outreach Materials
- Work with event hosts (i.e. JCP component and cluster teams) and Communications Director to develop event-specific presentations.
- Work with JCP Communications Director to develop standard JCP presentations for the events.
- Work with event hosts and Communications Director to develop event scenarios and agendas -- including, where appropriate, for participating USAID/Embassy dignitaries.
- Oversee design and production of new JCP booth and other conference materials (e.g. brochure, posters, etc.), as determined with Communications Director.
• Support all technical and operations teams’ needs related to organizing JCP events, conferences, seminars, retreats and training activities. This includes helping from the initial planning stages through to activity completion;
• Submit requisitions for the procurement of venues and other event-related activities and supplies (i.e. catering, printed materials);
• Follow-up with the procurement team on timely selection of vendors and completion of procurement process;
• Provide on-site logistical coordination during activity. This includes: working with vendor staff on-site with catering and proper room set-up; ensuring attendees sign registration list; placement of banners, signs and flyers; step-by-step scenario of event is clear for technical team; checklist is complete; event is cleaned-up properly with items brought back to office;
• Help to draft scene setters and other staging documents for USAID;
• As needed, work with the Communications Specialist on the printing of event materials (folders, roll-up banners, flyers, etc.);
• Assist the technical teams with coordination of project partners involved in events and other external resources;
• Ensure compliance with applicable USAID and DAI regulation related to documenting attendance at events, ensuring (post-event) that all local service provider invoices/ receipts have been received;
• Serve as the lead Trainet point of contact for USAID, including entering data into the database;
• Ensure that data is entered for activities and events into TAMIS both pre- and post- event or activity;
• Work with the M&E Specialist and technical teams on event evaluation and follow-up: disseminating and collecting surveys, questionnaires, possibly entering data into TAMIS, etc.; Other related tasks as assigned by the Director of Communications
- Maintain active involvement in the daily Meetings with the CEO.
Taking Minutes of meeting and prepare after each meeting an action plan to follow up on issues.
Managing the CEO's schedule and meetings.
Replying back and writing CEO's emails on his behalf.
Supervising and task distribution for Admin Assistants who report to me.
Making sure the work flow is going smooth and up to date.
Travel arrangement for the CEO (Registration, Hotel accommodation, transportation, visa).
Help with Daily office work when needed
• Maintain active involvement in the daily events and issues of SABEQ’s components.
• Coordinate closely with component contacts to implement workshops, seminars, and observational study tours.
• Assist local and expatriate consultants with preparations for training and events materials.
• Ensure compliance with USAID and INS regulations for US training activities.
• Coordinate and facilitate all tasks relating to US, Third Country, and Jordan-based training and events, including: registration, speakers/trainers, refreshments, fees handling, and training manuals/materials, site set-ups, in coordination with the HO \ IED staff.
• Maintain accurate and timely electronic and hard records for all training and events, and utilize EMS software, SABEQ’s Portal, and TraiNet systems and update them as required.
• Responsible for the preparations of Approval letters, and coordination of English language verification, medical exams, visas, and air travel.
• Manage content development, and the delivery of the trainee pre-departure orientations.
• Assist the Supervisor to evaluate vendor bids for training-related services.
• Follow-up with training participants and document their feedback of the training programs and what impact it had in relation to their job.
• Responsible for the training activities evaluation, and sharing its results with the Supervisor and Component Leaders.
• Perform other duties as assigned.
• Maintain active involvement in the daily events and issues of SABEQ’s components.
• Coordinate closely with component contacts to implement workshops, seminars, and observational study tours.
• Assist local and expatriate consultants with preparations for training and events materials.
• Ensure compliance with USAID and INS regulations for US training activities.
• Coordinate and facilitate all tasks relating to US, Third Country, and Jordan-based training and events, including: registration, speakers/trainers, refreshments, fees handling, and training manuals/materials, site set-ups, in coordination with the HO \ IED staff.
• Maintain accurate and timely electronic and hard records for all training and events, and utilize EMS software, SABEQ’s Portal, and TraiNet systems and update them as required.
• Responsible for the preparations of Approval letters, and coordination of English language verification, medical exams, visas, and air travel.
• Manage content development, and the delivery of the trainee pre-departure orientations.
• Assist the Supervisor to evaluate vendor bids for training-related services.
• Follow-up with training participants and document their feedback of the training programs and what impact it had in relation to their job.
• Responsible for the training activities evaluation, and sharing its results with the Supervisor and Component Leaders.
• Perform other duties as assigned.
1997 - 2001: Abercrombie & Kent Jordan (A&K) / Amman
Inbound Executive / Tourism Sector
• Priced and arranged programs for individuals and groups (normal and incentive Programs)
• Contacted different hotels departments to obtain confirmation and contracts.
• Met clients upon arrival to welcome them and upon departure to confirm that the tourists level of satisfaction were met
1996 - 1997: Harza Environmental Services/USAID/ Amman
Executive Secretary
• Worked on a One Year Project - Feasibility study on Wastewater
• Master Plan (funded by USAID)
• Compiled research data
• Administered all incoming and outgoing correspondence
• Handled all secretarial work
Secondary School - Ahliyyah School for Girls, Amman
Amman Business Institute (ABI) LCCI Course Subjects: • Background to Business (level 2) • Communications (Oral & Written) • Office Procedures • Information Technology • Arabic & English Correspondence/ Typing in Arabic and English • English Language (Advanced Level) • Audio Transcription (1995) Secondary School - Ahliyyah School for Girls, Amman COMPUTER SKILLS: CLAIT Certificate: (Computer Literacy and Information Technology) Expertise in Computer programs such as MS-Excel, Ms-Word, Power Point, Flash CS4, Internet & Email TRAINING COURSES: On-Job Training Attended: • Human Capital Maturity Model & Change Management • Event Management – All Events Requirements from A-Z • Innovation Cluster • Innovation Cluster (Applying the Prosperity Value Chain) • Problem Solving • Willing to Change • Do you want to be a Manager? • How to refresh your memory • Blue Ocean Strategy • Adobe Photoshop CS5 • Adobe Illustrator CS5 • Adobe Flash CS5 • How to manage Parades On-Job Training Conducted: • Trained the staff on how to become a professional PowerPoint 2007 user
