Conference Logistics Organizer (Individual Consultant)
Washington, DC 
Posted 2 days ago
Job Description
Overview: Search for Common Ground will organize the State Department's Secretary's Office of Global Women's Issues (S/GWI) annual implementers conference in February 2024 in/around Washington DC. This 3-4 day event will gather 40 individuals working on S/GWI-funded programming, including implementing partners and local organizations from around the world. Search is looking for an individual consultant to oversee the logistics and administrative duties relevant to planning, executing and finalizing this event. This will involve a coordination and liaison role between Search, S/GWI, the selected venue, and conference participants.

Objective of the consultancy: The consultant will be responsible for carrying out activities relevant for planning and executing the implementers' conference. The specific roles and responsibilities are detailed below:
Roles and Responsibilities:

Prior to the conference
  • Developing a detailed project plan and timeline for all pre-event, on-site, and post-event activities.
  • Working with Search to identify and secure appropriate venues, accommodations, and related services.
  • Identify vendors for various conference support services, such as printing meeting materials, translation (if required), etc.
  • Assist Search team to track and coordinate the travel arrangements for international participants. This may include booking flights, airport transfers, per diem, visas etc.
  • Organize local travel for participants to the conference venue.
  • Prepare a detailed logistical note for all participants, to be sent 2-3 weeks prior to the conference.
  • Prepare the conference package in a format previously agreed with Search and S/GWI (print-outs, shared folder...) and collect any presentation materials from speakers beforehand and during the conference.

During the conference
  • Coordinate with the venue, any vendors, suppliers, and service providers to ensure seamless event execution.
  • Assist with attendee registration.
  • Liaise with speakers and presenters. Ensure they know when and where they are presenting.
  • Work with the venue to ensure meeting rooms are arranged and ready for the conference as per the conference programme.
  • Oversee additional local conference staff.
  • Help troubleshoot any issues.
  • The consultant is expected to stay at the conference venue with conference participants for the duration of the conference (anticipated to be 3-4 days).
  • Ensure coordination with the venue on all meals and coffee breaks, including any dietary restrictions.
  • Process any payments that need to be made locally (always w/ prior, written agreement from Search), collect receipts, and submit reimbursement claims.

Conference wrap up
  • Coordinate all pertaining financial documentation and invoices of services and goods purchased, including supporting expense reporting for the conference.
  • Work with Search staff on any final logistics arrangements, as needed.
  • Coordinate with Search and S/GWI staff on any pre- or post-evaluations of the event.
  • Provide a short summary report about the overall conduct of the conference and recommendations to Search and S/GWI for future improvements for similar events.
  • Collect all materials and presentations made at the conference and send a follow up email to all the conference attendees along with the key take-aways of the event.

This is a part time consultancy over 5 months and is anticipated to begin on October 1, 2023 and run through February 28th, 2024. Level of effort is expected to be 3-5 hours per week initially and culminating in a higher number of hours closer to the event date. Consultant must have full time (or close to full time) availability the week before the conference and during the week of the conference from February 20 to 23.

It is anticipated that the consultant will be already located in/around the Washington DC area. Costs associated with the consultant's local travel and stay at the conference venue will be covered by Search. Additional local travel to the venue may be required in the months/weeks prior to the conference, and will similarly be covered by Search. In-person conference planning meetings may be required at the Search office and/or at the State Department in Washington DC.
Qualifications and Experience:
  • Experience organizing international events and working with diverse groups.
  • Highly organized, and motivated. Ability to prioritize and manage multiple tasks with little direct supervision.
  • Creative problem solving; resourceful and proactive in seeking creative technical and/or procedural improvements.
  • Strong computer skills including G-Suite and MS Office. Comfortable learning new technology.
To Apply:
Interested applicants should provide (1) a resume, (2) a 1-2 page cover letter which includes a brief narrative proposal of how the consultant will undertake the consultancy tasks and relevant past performance (please include up to three reference persons), and (3) a financial proposal which includes the consultant's daily rate and anticipated number of days to complete the assignment.

Applications will close two weeks after publication date. Search retains the right to review incoming applications on a rolling basis until the position has been filled.

As job descriptions cannot be exhaustive, the position holder may be required to undertake other duties that are broadly in line with the above key responsibilities.


Only applicants invited for an interview will be contacted. No phone calls, please. Please see our website for full details of our work. All Search Employees must adhere to the values: Collaboration- Audacity - Tenacity - Empathy - Results. In accordance with these values, Search enforces compliance with the Code of Conduct and related policies on Anti Workplace Harassment, Protection from Exploitation and Abuse, Child Safeguarding, Conflict of Interest, and Anti-fraud. Search is committed to safeguarding the interests, rights, and well-being of children, youth, and vulnerable adults with whom it is in contact and to conducting its programs and operations in a manner that is safe for children, youth, and vulnerable adults. Search for Common Ground does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. View our code of conduct and our privacy policy .

Les descriptifs de pouvant ne pouvant etre exhaustifs, le titulaire du poste pourra etre amene a entreprendre d'autres taches qui correspondent globalement aux responsabilites cles ci-dessus.
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Seuls les candidats invites a un entretien seront contactes. Pas d'appels telephoniques s'il vous plait. Veuillez consulter notre site Web pour tous les details de notre mission.

Tous les employes de Search doivent adherer aux valeurs de Search : Collaboration- Audace - Tenacite - Empathie - Resultats. Conformement a ces valeurs, Search fait respecter le code de conduite et les politiques connexes sur la lutte contre le harcelement au travail, la protection contre l'exploitation et les abus, la protection des enfants, les conflits d'interets et la lutte contre la fraude. Search s'engage a preserver les interets, les droits et le bien-etre des enfants, des jeunes et des adultes vulnerables avec lesquels elle est en contact et a mener ses programmes et ses operations d'une maniere qui soit sure pour les enfants, les jeunes et les adultes vulnerables.
Search for Common Ground ne fait pas et ne doit pas faire de discrimination fondee sur la race, la couleur, la religion (croyance), le sexe, l'expression de genre, l'age, l'origine nationale (ascendance), le handicap, l'etat matrimonial, l'orientation sexuelle ou le statut militaire, dans aucune de ses activites ou operations.
Consultez notre code de conduite et notre politique de confidentialite ici.

Dado que la descripcion de funciones no puede ser exhaustiva, el titular del puesto puede tener que realizar otras tareas que coinciden en lineas generales con las responsabilidades clave mencionadas.
Solo se contactara con los candidatos invitados a una entrevista. Se agradece no recibir llamadas telefonicas. Consulte nuestro sitio web para conocer todos los detalles de nuestro trabajo. Todos los empleados de Search deben adherirse a los valores de la organizacion: Colaboracion - Audacia - Tenacidad - Empatia - Resultados. De acuerdo con estos valores, Search hace cumplir el Codigo de Conducta y las politicas relacionadas con luchar contra el acoso en el lugar de trabajo, la proteccion contra la explotacion y el abuso, la proteccion de la infancia, los conflictos de intereses y la lucha contra el fraude. Search se compromete a salvaguardar los intereses, derechos y bienestar de los ninos, jovenes y adultos vulnerables con los que esta en contacto y a llevar a cabo sus programas y operaciones de una manera que sea segura para los ninos, jovenes y adultos vulnerables. Search for Common Ground no discrimina ni discriminara por motivos de raza, color, religion (credo), genero, expresion de genero, edad, origen nacional (ascendencia), discapacidad, estado civil, orientacion sexual o condicion militar, en ninguna de sus actividades u operaciones. Consulte nuestro codigo de conducta y nuestra politica de privacidad .


Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full or Part Time
Required Experience
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