The Junior Events Expert will be managed by the ESIWA+ Field Project Manager. He/she works on a daily basis with the project team, notably the Expertise France Strategic Director, the Field Project Manager, the Cybersecurity Thematic Coordinator, the Maritime Security Thematic Coordinator, the Communications expert and the Administrative and Finance Officer. He/she will have frequent exchanges with the HQ Project Manager and Project Assistants within the Strategic Affairs Unit at Expertise France HQ in Paris.

The position requires a high degree of autonomy and interpersonnal skills in order to work in a European, international and multicultural environment, as well as a good command of English and French. Missions abroad are foreseen.

In addition to logistics and event management tasks, the Junior Expert contributes to the overall operational management, coordination, monitoring and reporting of the ESIWA+ project, under the supervision of the Field Project Manager and in close coordination with Expertise France headquarters.

Indicatively and non-exhaustively, the Junior Events Expert’s tasks will include:

Supporting activity planning:

Ø  Support the Thematic Coordinators in the pursuit of the Cybersecurity and Maritime Security activities, by contributing to identifying and responding to logistical needs :coordinating with co-organising institutions and partners ; assessing logistics requirements and possibilities, in line with budgetary guidance provided by the Field Project Manager ; establishing invitations letters and Mission Orders ; sending invitations and collating rsvps ;  booking flights/trains, assisting with visa procedures ;identifying hotels and conference rooms ; determining IT needs ; organising catering and airport shuttles ; etc.

Ø  Apply relevent EF procedures and French Public Procurement law to select service providers and draft service contracts (translators, interpreters, photographer ; hotels, conference rooms, shuttle services, catering), as well as other related documents (award minutes, due diligence, etc.) prior to signature.

Ø  Support the activity planning as required : organising and attending coordination meetings ;  contributing to the negociation of budget and costs-sharing ; coordination with the Visibility and Communications Expert to ensure branding requirements are met ;  coordination with the Thematic Coordinators to ensure protocol requirements are respected ; etc.

Ø  Monitor and coordinate with the Administrative and Finance Manager service providers advance payment,invoices and final payments for field activities as well as field office cash (when relevant).

Ø  Contribute to the monitoring of budget implementation of the activities and to financial forecasting exercises.

Ø  Prepare and coordinate documents required for activities in conference rooms (badges, nameplates, attendance lists, activity evaluation forms, per diem receipts).

Supporting activity implementation:

Ø  Coordination of the activity on the ground : verifying room and technical set-ups ; liaising with services providers and ensuring efficient organisation of each of the services ; etc.

Ø  Welcome and register atteendees during activities : ensuring signature of the participants lists’, preparation and distribution of per diems and collection of supporting documents (boarding passes, visa invoices, etc.).

Ø  Prepare and distribute per diems and retrieve supporting documents from participants/experts.

Ø  Prepare, distribute, collect and scan documents completed during activities (agenda, attendance lists, activity evaluation forms).

Ø  Prepare, distribute, collect and scan evaluation forms during activities.

Supporting activity closure:

Ø  Collect and prepare supporting documents required for payments (invoices and ERF) and submitting payment requests to the Administrative and Finance Manager.

Ø  Collect and consolidate evaluation data related to project activities (number of participants, outputs, countries represented, female/male ratio, etc).

Ø  Support the preparation of narrative inputs for periodic reports to the European Union

Ø  Archive activities documents in preparation for audits.Update contracts monitoring tool.

Project coordination and operational support

Ø  Contribute to the overall operational coordination of the ESIWA+ project and support the Field Project Manager in the day-to-day management of activities ;

Ø  Support the preparation, monitoring and updating of annual workplans and activity schedules ;

Ø  Contribute to the consolidation of information required for internal reporting and donor reporting ;

Ø  Support monitoring of the implementation of the Description of Action (DoA), logical framework and indicators.