Under the supervision of the Events & Travel Coordinator, the Events & Travel Assistant is responsible for supporting all events- and travel-related operations of Expertise France in Papua New Guinea.

Under the supervision of the Events & Travel Coordinator, the main tasks include:

1.       Contract implementation & management

·       Support selection of new vendors based on proven/assessed reliability and quality of services/supplies/works;

·       Draft purchase orders by the Events & Travel assistant;

·       Keep purchase orders and contract database updated.

2.       Events management & planning

·       Support development of event proposals, timelines, and budgets based on stakeholder specifications;

·       Contact vendors, suppliers and venues to secure necessary services and hire of equipment, venues, etc.

·       Execute events preparation (including send & follow-up on invitations as necessary, inspection of venue sites, layout of the room, communications materials setup and IT support);

·       Participate in setting up events, including logistics, decorations, audiovisual equipment, and seating arrangements;

·       Coordinate catering services (menu selection, dietary accommodations, etc.);

·       Participate in events preparation (send & follow-up on invitations as necessary, inspection of venue sites, layout of the room, communications materials setup and IT support, …);

·       Provide support during events (example: register participants, respond to queries or requests…);

·       Troubleshooting of issues that may arise during events

·       Timely share documents or outcomes to all participants;

·       Gather and check all event-related documentation.

1.       Post-event actions, evaluation & learning

·       Assist with post-event documentation (attendance lists, reports, filing, …);

·       Participate in and support debriefing sessions to identify lessons learned after an event;

·       Provide support during post-event evaluations;

·       Provide support during drafting of Travel & Events activity report.

2.       Travels

·       Book travel arrangements for internal (employees/consultants) and external stakeholders;

·       Provide regular reports on travel expenses to his/her manager;

·       Prepare and submit travel authorisation documentation;

·       Provide travellers with all necessary travel information and documentation;

·       Support travellers facing travel anomalies;

·       Support experts traveling from abroad to PNG with the visa process and answer any queries they might have about the conditions of their stay

·       Ensure that all of the documentation regarding travels is up to date

3.       Other duties

• Participate in covering duties in case of leaves or vacancy;
• Upon request, perform any task that matches his/her level of responsibility and his/her role in the department.