WWFCHINA年度国际会议协调员

honglake

http://www.wwfchina.org/aboutwwf/jobs/hrdetail.shtm?id=407
2006-10-08 17:17:57

Position:Coordinator for Annual Conference, WWF China Programme Office
Location:China Programme Office, Beijing
Reports to:Head of WWF HR & Admin.
Duration:31st October 2006—30th June 2007
Major Function:

Provide assistance to WWF International Annual conference in China on June 1-5, 2007.
We plan to hold a number of events and activities during WWF Global Conference to raise WWF’s profile, promote conservation.
Main Responsibilities:
The coordinator is expected to provide detail assistance and take full responsibilities for ensuring the smooth delivery of WWF Global Annual Conference Event for overall logistics of the meeting held on June 5-8, 2007 under the supervision of WWF China Office.
Overall coordination during global conference activities
Participate in design of specific events: e.g. hotel searching, trip designing, and banquet preparation, meeting with governmental officials.
Primary internal and external liaison for our annual conference activities, trips, diplomatic meetings with senior governmental officials.
The details of each task are listed below.
1. Find Venue
Visit potential venues, check suitability according to following criteria, and make recommendation to Admin team.

Consider geographical location - central Beijing, e.g. Beijing hotel
Hotel of 5* standard but would be great if we could secure 5* service and accommodation at 4* cost!
One main conference room and one syndicate room (just in case).
Conference room to be capable of seating 150 participants comfortably plus able to incorporate at least 2 administration desks with power points.
Conference room must accommodate central LCD projection and appropriate screen/wall on which to project plus power points for laptop nearby.
Flip chart pads needed.
Rooms must be capable of taking Blu-tack on the walls (facilitator needs to be able to stick say, 30 flip chart pages around the room). Express permission from hotel is often needed for this.
Consider refreshments and pens/paper in conference room.
One small tabletop floral display for main conference room.
Consider location of facilities vs location of conference room for coffee and tea breaks.
Conference room must have natural light, ie. windows.
Conference room must have easy to control air-conditioning.
Conference room security - two keys will be required, one for facilitator, one for administrator.
Conference rooms must comply with health & safety requirements.
Check standard of bedrooms and bathrooms when visiting venue.
Excellent standards of service from hotel staff a prerequisite.
Internet connection in all delegates' hotel rooms if possible.
Excellent business centre essential to service all delegates' needs including internet access, printing documents, photocopying, faxing, message service, etc. Opportunity for colour printing/photocopying desirable but not essential.
International menu and ability to cater for vegan, vegetarian and gluten-free diets amongst others.
Capable of offering private or segregated dining for dinners on 26 or 27 June. Check costs. Plan on basis that dinner/ banquet on ?? June will be formal, perhaps with a seating plan, and tables should be made 'special' in some way at this event, eg. flowers. Prepare table place cards and investigate opportunity to create printed menu to include WWF logo and mention of the WWF Global Conference.
Photography - to be considered. One formal photograph of the entire AC is desirable, perhaps on steps of hotel.
Press activity - to be considered. May need to serve as a point of contact for local or central press team and/or provide support as necessary.
Calculate costs on basis of 120-200 delegates (probably including spouse of participants), Check penalty payments for late changes, cancellations, etc. and establish date by which changes will incur such charges.
2. Develop Possible Sight-seeing Agenda
Cost out and propose a sight-seeing agenda for before, during and after June meeting to include, for example, a visit to the Great Wall and/or a visit to Tiananmen Square and the Forbidden City to include transfers and packed lunches as necessary. Make a recommendation to Admin. and the project team. Full administrative support would be required including 'herding' as necessary.
3. Task for Pre-conference
Prepare logistics briefing note for all delegates prior to travel giving hotel details, instructions on transfers, check-ins, etc. Give instructions of which costs delegates will settle on check-out. (Accommodation and bar bills carried on central invoice, delegates settle their phone bills and any room service or mini-bar bills on check-out).
Collate arrival/departure details of all delegates - track changes to last minute and follow through with transfers.
Negotiate transfer arrangements and ensure car transfer company briefed to include all changes up to and beyond last-minute. Reliable contact necessary. Equip drivers with Panda signs.
Prepare delegate pack including meeting agenda, participants list, key documents and logistics information. Must look smart and be A1 presentation.
Prepare conference badges for all delegates.
Prepare LCD projector and compatible laptop. Prepare all necessary documents and Have documents available on memory stick for the meeting and use memory stick during the meeting to facilitate document transfers. Ensure all soft data created during the conference is saved to memory stick for transfer to Admin. immediately post-conference.
4. Task for Post-conference
Clean meeting rooms of all sensitive information immediately conference is over.
Check for "left behind" materials and ensure their safe return.
Verify and pay all invoices. Prepare central invoice for charging all costs to WWF Int’l providing supporting documentation where necessary.
5. Throughout
Be present in the conference room throughout the meeting.
Service and respond to all delegates' needs at all times efficiently and with good grace.
Flag all budgetary implications of on the ground decisions immediately.
Ensure seamless reliable contact and liaison at all times with:
WWF China Coordinator – TBC on name
Facilitator - TBC on name
Supervisor—Ma Fuchao
Hotel and all suppliers
6. Other tasks related to the Annual Conference designated by the HR Director
Qualifications:
Solid events organization experience
Professional experience working in communications
Excellent organizational skills
Fluent English and Chinese
Ability to successfully interact and network with a wide range of people
Ability to work well under pressure
Working Relationships
Internal: intensive collaboration and coordination with all Programmes of CPO & Field teams. Regular interaction with Communications teams. Collaboration with WWF International.
External: Regular contact with WWF Int’l if necessary and individuals, as relevant for this event outcomes and relevant tourist agencies, governmental authorities as well.
Interested candidates should email a cover letter and CV to: HR@wwfchina.org. Please indicate your applied position in the subject of email and salary expectation in the cover letter.
Application deadline:October 31, 2006