Events Officer - Walking the Talk

Region: Europe

Office: The Hague, Netherlands

Hours: 36 per week

Starting date: ASAP

Application deadline: June 6th, please note that applications are reviewed on a rolling basis so early submission is encouraged!

Hivos is hiring an Events Coordinator for the Walking the Talk program. We seek an enthusiastic, well-organized and detailed-oriented person that will help us organize small online events as well as a major in-person conference for 200 persons with the title Financing for Feminist Futures to be held in Spain in spring 2025.

Please note that this is a one-year fixed term position.

About the program

European countries contribute significantly to advancing gender equality worldwide. But there is increased pressure on Official Development Aid (ODA), especially on funding for gender equality and feminist values. At the same time, when decisions are made about Feminist Foreign Policy (FFP) or ODA for gender equality, (young) feminists and LGBTIQ+ persons from the Majority World are not structurally engaged, even though these decisions directly affect their lives and work. On the positive side, there is some momentum to give gender equality, and more specifically, feminist approaches, a boost. Various governments have been developing or implementing FFPs in recognition of the importance of feminist approaches to ODA.

To boost the momentum, the Walking the Talk consortium brings together four European organizations: Equipop (France), Restless Development (United Kingdom), the Centre for Feminist Foreign Policy (Germany), and Hivos (the Netherlands, and lead of the consortium). Together we utilize our extensive collective experience to embed gender equality in foreign policies, practices and ODA spending and to ensure that the perspectives and ideas of (young) feminists from the Majority World are included in decisions about gender equality ODA and FFP. The three-year program started in August 2023 and has a total budget of USD 7 million.

About the role

This one-year fixed term role will work closely with the Walking the Talk Coordination Team based at Hivos and a consortium-wide Conference Task Force to organize a series of smaller online events but especially a major in-person conference for 200 persons with the title Financing for Feminist Futures to be held in Spain in Spring 2025.  The three-day conference is our flagship advocacy and engagement event for which we are issuing a Call for Research Papers resulting in publication including a set of recommendations that will be used in our advocacy towards the Financing for Development conference, G7/G20 summits and beyond. The high-level and intergovernmental Financing for Development conference will be organized in Spain from 30th of June to 3rd of July 2025.  For our event Financing for Feminist Futures, which will be organized a few months before, we are aiming to have a big representation from (young) feminists from the majority world, for which travel, accommodation and visa support will need to be facilitated. In addition, we want to create an innovative and nurturing space where there is space for ‘artivism’.

It is expected that the role will lead on the process, timeline as well as logistics to organize the conference.

Responsibilities

You will be working closely with the Walking the Talking Coordination Team and the Conference Task force to organize smaller online events and the big in-person conference in Spain and bringing them to a successful finish. In more detail you will do the following:

Logistics

• Secure an appropriate and creative conference venue and accommodation – which need to be accessible.
• Lead on procuring local conference services, such as interpreters, entertainment/artists, sound, videographers, catering, transport, note-takers, etc.
• Lead on booking all travel for the sponsored conference participants, using the Hivos travel service.
• Lead on invitation letters for the selected conference participants.
• Lead on visa support for those participants from the Majority world, including but not limited to invitation letters, insurances, etc.
• Ensure that all logistics run smoothly before, during and after the conference and respond effectively to last minute changes or challenges.

Project facilitation

• Develop a detailed timeline, project plan and budget in line with the conference objectives.
• Organize regular meetings with the Conference Task Force to ensure that the project plan is realized as planned and adjust as needed.
• Collaborate with the Walking the Talk Finance Officer to ensure budget and procurement are in line with Hivos’ processes and procedures.
• Lead on a post-conference report and expenditure statement for reconciliation and learning purposes.

Delivery

• Attend the conference, supporting and/or leading the delivery of the event, ensuring all runs smoothly, to time and meet the objectives set.
• During the days of the conference, you will be the focal point for all logistical elements and delegate tasks and responsibilities accordingly.

Other

• Other duties as required.
• You may be required to work on evenings, weekends and/or public holidays, for which time off in lieu will be granted.

Essential Skills and Experience

• At least 3 years of experience in organizing high-level digital and in-person international events from start to end
• Positive mind-set with a 'can-do' attitude
• Proactive approach and excellent social skills – needed to work with a wide variety of teams and profiles
• Excellent written and verbal communication skills in English and Spanish
• Proficiency in SharePoint and Microsoft Office applications in context of event planning and management
• A strong belief in and embodiment of Walking the Talk’s values and principles
• Team-spirit and collaborative
• Excellent skills in external relationship management
• Sense of humor and positive attitude
• Imagination and creativity for solving challenging problems
• Ability and willingness to travel regularly, mostly in Spain

Education

Relevant degree, preferably in the field of event management, communications, marketing or another relevant discipline

What we offer

In this position you will work at the office in The Hague. Other team members are based in the UK, France, Germany, and The Hague. You will also be part of an international community of highly motivated and dedicated people working to advance gender equality, diversity and inclusion in a wide variety of contexts.

We offer a contract for 36 hours per week based on Hivos Global Office labor conditions. The gross salary ranges from €2.898,03 to €3630,49 per month based on a 36-hour work week. This is exclusive vacation allowance and a 3% year-end bonus.

We provide a laptop and travel expenses according to our commuting policies, as well as participation in our pension fund. Hivos additionally works according to a 50/50 schedule, which means you may work from home during half of your contract hours.

Want to apply?

Please submit a cover letter (maximum 1 page) and CV (maximum 2 pages) by June 6th 2024 at the latest, by clicking on the ‘Apply here’ button. Only short-listed candidates will be contacted.

If you have any questions about the role, please contact Mvanriet@hivos.org.

Candidates are highly encouraged to provide a clear track record in their CV and description in cover letter that matches the requirements of the position elaborated above.

If you are selected, please note that professional references and a background check will be requested prior to making an offer.

Hivos is an equal opportunity employer and and encourages diverse candidates - such as women and LGBTQIA+ people, persons with disabilities, and persons from negatively racialized groups - to apply.

Hivos reserves the right to close the position before the application deadline if a suitable candidate is identified. Therefore, interested candidates are encouraged to apply as early as possible.