The Eurasian Coalition on Male Health (ECOM) is an association of organizations, groups and activists in Eastern Europe and Central Asia (EECA), advocating for improved access of men who have sex with men (MSM) and transgender people (TG) to evidence-based and human rights oriented services in the field of sexual and reproductive health, including HIV prevention, treatment, care and support.

ECOM Secretariat is based in Tallinn, Estonia.

JOB PURPOSE

Event and Travel Officer is responsible for coordinating ECOM’s local and international events (meetings, trainings, etc.) and for supporting all ECOM’s employees in their day-to-day travel related needs.

MAIN DUTIES AND RESPONSIBILITIES

Event organization  

  • Provide full support for ECOM’s staff members in organizing events;
  • Search event locations based on its requirements, budget, attendee needs, availability of transportation and other considerations;
  • Negotiate meeting services and create sound contracts with vendors at the lowest reasonable cost while continuing to deliver high-quality experiences;
  • In conjunction with designated staff member develop participants list;
  • Send invitation to participants (email/phone/mail) and get preliminary approval of their availability, involvement and preferable travel arrangements;
  • Coordinate air travel, ground transportation, transfer, lodging and meals for participants;
  • Arrange necessary equipment for event, including multimedia projectors, audio-video equipment, simultaneous interpretation services equipment, flip-charts, etc.;
  • Provide in-person onsite event support;
  • Manage event budgets from end-to-end, from development of event budgets to the reconciliation of expenses/ invoicing, finding cost-saving opportunities;
  • Measure effectiveness and generate post-event reports, including event evaluation and ideas for continuous improvement.

Staff travel

  • Following the staff member request for travel arrangements, specify requirements and provide all necessary logistic support;
  • Search, coordinating, and booking airline tickets, hotels, transportation, and other travel accommodations for the staff members and partners.

Other

  • To undertake other reasonable and related tasks identified by the Finances and Administration Director;
  • Continuously improve professional and personal skills relevant to the job.

QUALIFICATIONS FOR THE POSITION

Education

University degree in hospitality management or other relevant field.

Experience

Proven experience as an events planner or organizer.

Knowledge, skills and abilities

  • Ability to read, write, speak, understand and satisfactorily communicate with other in English and Russian;
  • Must be familiar with travel industry online booking tools;
  • Ability to work with and understand financial information and data;
  • Ability to work independently (with minimal supervision);
  • Ability to successfully multi-task, pay careful attention to details, produce a high level of accuracy in work products, and exhibit a commitment to the delivery of services;
  • Demonstrated ability to write, edit and communicate effectively.
  • Permission to work in Estonia;
  • High level of IT skills: e-mail, MS Office applications;
  • Team working skills.

WORKING TIME

75% (30 hour per week)

DUTY STATION

Tallinn, Estonia

It is anticipated that the Event and Travel Officer will travel extensively to support events within the EECA region.

HOW TO APPLY

Interested candidates are requested to send a CV, cover letter with salary requirements to contact@ecom.ngo

DEADLINE FOR APPLICATIONS

November 5, 2018, 23:59 EET

Only short-listed candidates will be contacted.