Under the direct supervision of the Travel and Hospitality Unit Head, and in close coordination with the Travel and Hospitality team, the Event Associate will be responsible for supporting smooth event organization and coordination within ICIMOD, whether organized in-house or out-house. 

General administration and logistic support 

• Provide administrative support to ensure the smooth operation of official events, workshops, conferences, and meetings, including proper record keeping and documentation as per standards
• Provide logistic support for planning and execution of national and international events/workshops/conferences including coordination for arrangements of visa, hotel bookings, hall arrangements, meal arrangements, as well as reception and dinner programmes
• Assist in providing hotel accommodation and any other logistical support like vehicles, meals, halls, etc. for field visits outside the Kathmandu valley
• Support the organization of institutional events, in smooth collaboration and coordination with relevant colleagues from the theme/units/programmes 
• Liaise with internal and external stakeholders regarding the standard procedures of the Travel and Hospitality Unit

Coordinate finance and administration 

• Support in planning, execution, and expense settlement for events
• Maintain proper records of petty cash for USD and NPR
• Prepare monthly statements for hall charges of different conference halls at the centre
• Prepare annual quotation comparison compilations of vendors that provide tents, stationaries, and catering services, as well as cargo agents
• Ensure the documents and invoice verification for settlement after events
• Liaise with the Finance Unit for timely release of payments to the vendors 

Data management and collection 

• File documents in a proper, qualitative manner in the required time frame 
• Compile and file information and documents on visas and update them in the Enterprise Resource Planning software on a regular basis
• Assist in maintaining and updating a travel and events database, like a list of relevant hotels, restaurants, and other relevant vendors
• Assist in collecting and compiling hotel and apartment quotations at the end of every year

Other responsibilities

• Execute other tasks assigned by the Head of Travel and Hospitality Unit as required and within one’s capacity 
• Work in close collaboration with the Travel and Hospitality team to ensure smooth event management

Minimum qualifications and requirements

• A bachelor’s degree in management and/or business administration or a related field with four years of relevant experience is needed. A master’s degree with two years of qualifying experience will also be accepted. 
• A minimum of four years of work experience in management preferably in event management or a similar role
• Sound knowledge of filing, documentation, and information technology
• Good writing, oral presentation, and communication skills
• Basic knowledge of computers and writing software (MS Tools)
• Fluency in English and Nepali language, both written and oral

Skills and competencies

• Teamwork and cooperation: Works smoothly and effectively with others in the team to establish constructive solutions to meet team objectives
• Result orientation: Works independently with a strong sense of initiative, discipline, and self-motivation
• Cross-cultural impact: Appreciates cultural differences; adjusts to cultural differences to ensure broad participation
• Analytical thinking: Seeks out information to understand problems and uses appropriate data to support decisions
• Continuous improvement and innovation: Easily implement new technologies and approaches when necessary
• Self-Development: Asks for feedback on performance; seeks opportunities for personal development
• Developing others: Facilitates effective operational results and compliance

Duration

• The contract duration is 1 year, beginning with a probation period of 3 months and with a possibility of extension subject to performance and ICIMOD’s future funding levels. 

Remuneration

• Salaries and benefits at ICIMOD are competitive compared to other regional organizations; remuneration is commensurate with experience and qualifications.

Gender and equity policy

Qualified and eligible women candidates and those from disadvantaged backgrounds are highly encouraged to apply. ICIMOD upholds a gender equity policy and is supportive of women professionals. It operates a day-care centre on campus and is committed to the integration of gender equity at the organizational and programmatic levels.