ToR - Event Assistant Walking the Talk

Duration: as soon as possible until 30 June 2025

Location: flexible, but preferable based in Spain

Hours: 36 per week

Contract type: Consultancy

Fee:  €1600,- (excl. VAT) per month

Application deadline: Position stays open until filled; applications reviewed on a rolling basis

Hivos is looking for an Events Assistant for the Walking the Talk program to start as soon as possible. We seek an enthusiastic, well-organized and detailed-oriented person that will support us in the organization of a major in-person conference for 200 persons called Financing for Feminist Futures to be held in Spain in May 2025.

Please note that this is a consultancy assignment until end of June 2025

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 assignment

In collaboration with the Engagement Officer, Conference Logistics team, and the wider Walking the Talk consortium, the main deliverable of this assignment is to organize 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 and crucial in our advocacy towards the Financing for Development conference, G7/G20 summits and beyond. For our event Financing for Feminist Futures, we are aiming to have a big representation from (young) feminists from the majority world (around 100 people), for which travel, accommodation and visa support will need to be facilitated. This role will support the Engagement Officer (who leads on the process, timeline and logistics) especially with the execution of operational and logistical tasks and communication with participants throughout the whole process.

Deliverables

1. Logistics

• Support in securing appropriate accommodations for participants and organizers, ensuring accessibility and safety needs are met, while maintaining an overview of accommodation distribution.
• Support in booking all travel for sponsored conference participants using the Hivos travel service, ensuring smooth coordination.
• Support in drafting and sending invitation letters for selected conference participants, including visa-related guidance if needed.
• Ensure smooth logistics management before, during, and after the conference, and respond effectively to last-minute changes or challenges with local vendors and the venue.

2. Email management

• Monitor and coordinate the conference email inbox, ensuring timely responses and organization.
• Answer incoming queries from participants, providing troubleshooting support as needed.
• Liaise closely with Logistics Team colleagues and other consortium members to redirect inquiries when necessary.
• Support in visa follow-up questions, assisting participants with required documentation and guidance.

3. Delivery & Post-Conference wrap up

• Attend the conference, supporting the seamless delivery of the event, ensuring everything runs smoothly, on time, and aligns with the set objectives. Assist the Events Officer with any necessary tasks.
• Support in drafting the post-conference report and preparing the expenditure statement for reconciliation and future learning purposes.

Essential Skills and Experience

• Minimum of 2 years’ experience organizing high-level digital and in-person international events from start to finish.
• Fluency in English and Spanish, with excellent written and verbal communication skills.
• Proactive mindset with a strong "can-do" attitude.
• Excellent social skills and ability to work with a diverse range of people and profiles.
• Proficiency in SharePoint and Microsoft Office applications for event planning and management.
• Commitment to Walking the Talk’s values and principles, demonstrating alignment in practice.
• Strong team spirit and collaborative approach to working in dynamic environments.
• Creativity and problem-solving skills, with the ability to handle unexpected challenges.
• Sense of humor and positive attitude, fostering a supportive and enjoyable work environment.

Want to apply?

Please submit a letter stating why you are the best consultant for this assignment (maximum 1 page) and a CV (maximum 2 pages) as soon as possible. Candidates are highly encouraged to provide a clear track record in their CV and description in cover letter that matches the requirements of the assignment elaborated above.

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

Hivos as a client encourages equal opportunities and diverse candidates - such as women and LGBTQIA+ people, persons with disabilities, and persons from negatively racialized groups.

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

About Hivos

Hivos is an international development organization guided by humanist values. Together with citizens and their organizations, we aim to contribute towards just, inclusive and life sustaining societies where people have equal access to opportunities, rights and resources. We work in partnership with others in the Middle East, Africa, Asia and Latin America on three impact areas: Civic Rights in a Digital Age; Gender Equality, Diversity and Inclusion, and Climate Justice.

SDG Impact