The Staff will be working with the relevant event organisation directors and experts as well as backstopping team in carrying out the organisational and logistical phases of the events such as arrangement of attendees, confirming the participation of the meeting attendees, preparation of printing and controlling the fine-tuning of the meeting materials,  e-mail correspondence information and confirmations, collecting and assuring travel tickets, accommodation details, setting meeting venue, overall coordination and assistance during the meeting for overall participants including project experts, assuring the technical equipment and simultaneous translation, assisting the experts for online survey and presentation, distributing/collecting necessary deliverables (e.g. agenda, presentation, questionnaires), overall coordination. The staff and other related experts will be working closely with the staff of the clients in inviting intended participants and drafting an information note/agenda that will include selected meeting topics for informing the Working Groups and participants in the projects and assist in drafting one policy paper and forming its related deliverables such as meeting minutes and templates.  

The following tasks are defined for this position:

• Contributing to the preparation of meeting deliverables by working with project experts and backstopping

• Invitation of participants

• Information Notes for each meeting

• Arrangements for the meeting venue and necessary equipment

• Attending each meeting day and assist the project experts and participants when necessary for sharing the presentation, using online tools, etc.

• Fine-tuning and assuring the meeting deliverables in the right template including but not limited to agenda, presentation materials, meeting minutes, documents requested by the clients,

• Organizing the distribution of promotional materials, if any