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The African Institute for Development Policy (AFIDEP) is a regional non-profit research and policy Institute established in 2010 to help bridge the gaps between research, policy and practice in development efforts in Africa. The Institute seeks to entrench a culture of evidence-informed policymaking in public policymaking by supporting governments to address institutional and systemic barriers to evidence use, growing the community of practice in evidence-informed decision-making, translating practical evidence, and providing technical assistance to promote the uptake of the evidence in decision-making processes. The Institute’s priority thematic areas are 1) Population Dynamics and the Demographic Dividend, 2) Health and well-being, 3) Environment and climate change, 4) Governance and accountability, 5) Transformative education and skills development, and 6) Gender Equality For further details about AFIDEP and its work refer to www.afidep.org.

ABOUT THE PROJECT

AFIDEP is partnering with other institutions in Africa to introduce a biennial continental conference called the Evidence-Informed Development (Evi4Dev Conference). The purpose of the Evi4Dev Conference is to cent science, technology and innovation (STI) and evidence-informed policymaking (EIP) in Africa’s development efforts in order to accelerate progress towards the realisation of the Agenda 2063 and the SDGs 2030 Agenda.

ABOUT THE POSITION

We are seeking a dynamic and experienced Conference Coordinator with at least 4 years’ experience in planning and organising international conferences and events.  As a Conference Coordinator for the Evi4Dev Conference, you will play a crucial role in the planning, execution, and success of the conference, which is to be held in Nairobi, November 11-13, 2024. You will coordinate the activities of the Evi4Dev Conference, including liaising with sponsors, service providers, vendors and internal teams to ensure seamless event management from start to finish.

The position will be based at AFIDEP’s Kenya Office in Nairobi.

KEY RESPONSIBILITIES:

• Client Interaction: Collaborate with the AFIDEP and partner institutions to understand the conference objectives and requirements. Maintain strong relationships and provide exceptional customer service.
• Conference Planning: Lead the planning process for all aspects of conferences, including but not limited to program development, budget management and

overall project logistics and timelines.

• Partnership Development: Develop and maintain strong relationships with key partners, including sponsors, exhibitors, and relevant industry organisations.
• Client Consultation: Work closely with the conference stakeholders and sponsors to define the event objectives, themes, and specific needs and requirements.
• Venue Selection: Ensure that the conference venue is suitable and aligned with the clients’ expectations, budget, and logistical requirements.
• Logistics Management: Oversee the logistical details of the conference, including room setup, audio-visual equipment, transportation, and signage.
• Suppliers /Vendor Coordination: Liaise with various event service providers, such as catering, audio-visual, and transportation companies, to secure and manage contracts and ensure smooth execution.
• Budget Oversight: Develop and manage conference budgets, monitoring expenses and ensuring cost-effectiveness while maintaining quality.
• Timeline Management: Create detailed timelines and schedules for each conference, ensuring that all elements come together seamlessly.
• Program Development: Contribute to crafting conference agendas, including coordinating speakers, panel discussions, and workshops.
• Problem-Solving: Collaborate with partners and stakeholders to address any challenges that may arise during the planning and execution of conferences
• Registration and Attendee Management: Oversee the registration process, including online registration platforms, payment processing, and communication with attendees.
• Marketing and Promotion: Collaborate with the communications team to design promotional strategies, create marketing materials, and implement outreach campaigns to increase conference attendance.
• On-Site Coordination: Be on-site during conference to manage all logistical and operational aspects, troubleshoot issues, and ensure the event runs smoothly.
• Post-Event Evaluation: Conduct post-event evaluation to gather feedback from attendees and clients, identify areas for improvement, and apply lessons learned to future conferences.
• Documentation: Maintain thorough records of all conference-related activities, including contracts, invoices, and communication with clients and vendors.
• Compliance: Ensure compliance with all relevant regulations and permits necessary for events.

QUALIFICATIONS AND REQUIREMENTS

Required Qualifications and Experience:

• Master’s degree in business management or other relevant qualification.
• Must have at least 4 years’ experience in conference coordination or event planning.
• Strong organizational skills, attention to detail, and the ability to multitask.
• Proficiency in Microsoft Office and office management software.
• Excellent communication and customer service skills.
• Excellent organizational skills with a willingness to take initiative and be proactive in the procurement process.

• Excellent communications, facilitation, and negotiation skills.
• Excellent writing, speaking, and reading skills in English. Proficiency in French is an added advantage.
• Ability to work in a fast-moving, fluid team setting with multiple stakeholders.

APPLICATION PROCESS

To apply for this position, please submit a detailed CV and cover letter to recruitment@afidep.org including the position title “Conference Coordinator” posted on the subject of the email by 09^th May 2024. In your cover letter, please highlight your relevant experience and qualifications, and explain why you are interested in this position. Your CV should include three relevant referees. Only shortlisted applicants will be contacted.

AFIDEP is an Equal Opportunity Employer and does not charge a fee at any stage of the recruitment process.

Click here to download the job description: Temporary conference coordinator

Call for Proposals: Development of Evi4Dev Conference Microsite

Background

The African Institute for Development Policy (AFIDEP) is a regional non-profit research and policy institute established in 2010 to help bridge the gaps between research, policy, and practice in development efforts in Africa.

The Institute seeks to entrench a culture of evidence-informed decision-making (EIDM) by supporting governments to address institutional and systemic barriers to evidence use, growing the community of practice in EIDM, translating practical evidence, and providing technical assistance to promote the uptake of EIDM processes.

Evi4Dev Conference Goal

The goal of the Evi4Dev Conference is to entrench the sustained engagement of EIDM actors in centring EIDM practice as a requite for Africa’s development efforts. The key EIDM actors targeted by the Evi4Dev Conference include policymakers in government agencies and parliaments (i.e., government officials), researchers (based in universities, research institutes and think tanks), policy implementers and practitioners, knowledge brokers, civil society, media, development partners, and private sector representatives. The conference will be hosted as a hybrid forum with in-person and virtual participation.

The Evi4Dev Conference Microsite

The microsite will act as a dedicated online space that serves as the central hub for information about the event.

Specifically, the microsite will contain:

1. Clear event details

• Event name, date, time, and location (physical or virtual).
• Concise event description that highlights its purpose and benefits.
• Relevant images or graphics that reflect the event’s theme or content.

2. Event Registration

• Event registration page with payment functionality.

3. Agenda and schedule

• Detailed schedule with session names, times, and locations (if applicable).
• Speaker or presenter names and affiliations for each session.
• Option to add sessions to a personal schedule if possible.

4. Speaker and performer profiles

• Brief bios and photos of speakers, performers and presenters.
• Links to their social media profiles or personal websites.

5. Venue information

• Address, map and directions to the event venue.
• Virtual event platform details and access instructions.

6. Sponsor and exhibit details

• Logos and descriptions of event sponsors and exhibitors.
• Links to their websites or dedicated pages.

7. Networking opportunities

• Social media integration and buttons with links to event profiles.
• Discussion forums or chat features for attendees to interact.

8. FAQ and support

• Comprehensive list of frequently asked questions and answers.
• Contact information for event organisers or customer support.

9. Media and resources

• Videos, images, or promotional materials related to the event.
• Downloadable resources such as presentation slides or handouts.

Objective of the Assignment

Through this Terms of Reference (ToR), AFIDEP is inviting proposals from reputable and qualified companies with a track record of success in designing and producing digital solutions for nonprofit, education, and non-governmental organisations to design and develop a microsite for the Evi4Dev Conference and provide maintenance services. The proposed designs should incorporate an appropriate and attractive look-and-feel, user-friendly navigation, and an organised display of content.

Deliverables

1. Develop the Evi4Dev Conference microsite with a modern visual look, optimised URLs, with its functionalities accessible and enhanced to provide a better experience to users (refer to part 2),
2. Support and maintenance: Administrative and technical support for a period of 12 months. Contracts are renewed on an annual basis subject to approval,
3. Deliver training for the support staff and system administrators to perform the content upload, system maintenance, and administration,
4. Create a website management manual,
5. Source code handover: Full source code including all developed libraries shall be handed over to AFIDEP’s IT Administrator.

Work Setting

The work setting for the assignment will include different aspects:

Timing and duration of the assignment

• The duration of the contract will be one month and the expected starting date is as soon as possible.
• The development of the Evi4Dev Conference microsite will be ready in three weeks’ time starting from the date of signing the contract.
• The user manual, training, and maintenance will be done from the fourth week of the contract.

Working Relationships

The selected company will work under the supervision of AFIDEP’s ICT Officer and in close consultation with the Communications and Policy Engagement Manager.

Support Provided

AFIDEP will provide all necessary documents and files for this assignment.

Technical Specifications

(Any plugins used on this project should not be on trial or be free-to-use to avoid issues with updates. If they are commercial, they should at least be paid for a minimum of one year.)

Scope Requirements

Requirements

The company should have:

• Proven experience of web design and support in the education, nonprofit, and international development sector designing visually appealing and navigation-friendly websites,
• Familiarity and relevant experience in using different Content Management Systems (CMS),
• Have a broad knowledge of current web development technologies and design tools in the field, and new software and other web programming languages and programs including the use of HTML, XHTML, CSS, XML, XSLT, Macromedia Flash, Java
• Have excellent knowledge of recent trends in graphic design, websites, including online video publishing, and social media networking,
• Understanding of end user needs to match with adequate technical solutions.
• Strong track record in website design; security and administration; Google Analytics; Search Engine Optimisation.

Technical Proposal Details

• Description of the firm and the firm’s qualifications
• Copy of company certificate of incorporation
• Up-to-date tax compliance certificate
• Brief description of understanding of the requirements for services, including assumptions.
• Proposed approach and methodology
• Proposed team structure
• Proposed project team members
• Executive brief of relevant similar projects undertaken in the past 5 years (past experience)

Financial (Price Component)

• A summary of the price
• The period of its validity
• Applicable taxes
• Payment terms (provisions) – African Institute for Development Policy is to pay for contractual services based on performance of contractual services rendered. Under this project, AFIDEP intends to make payments based on pre-agreed project deliverables and/or milestones at agreed instalments percentages until the project is completed.

Deadline for Submission

The proposals clearly marked EVI4DEV CONFERENCE MICROSITE should be submitted by e-mail to procurement@afidep.org by 5PM EAT on 13^th May 2024.

 click here to access full job description Call for Proposals: Development of Evi4Dev Conference Microsite

The African Institute for Development Policy (AFIDEP) is a regional non-profit research and policy Institute established in 2010 to help bridge the gaps between research, policy and practice in development efforts in Africa. Our primary purpose is to contribute to sustainable development through the use of evidence and advocacy to strengthen political commitment and resource allocation for development issues; informing the design and implementation of effective interventions; and strengthening governance and accountability structures for tracking development challenges in Africa. AFIDEP is registered as a non-governmental organisation in both Kenya and Malawi (where it has offices) and as a non-profit institution in the USA with 501(c)3 status. For further details about AFIDEP and its work refer to www.afidep.org.

AFIDEP seeks to recruit a Communications and Policy Engagement Manager to be based in the Malawi Office. The Communications and Policy Engagement Manager will lead the work of AFIDEP’s communications and policy engagement department, overseeing the design and implementation of an innovative communication and policy-influencing strategy that will raise AFIDEP’s profile as a regional development policy institute and enhance the role of research evidence in development processes in Africa.

The successful candidate will have a master’s degree in communications, media or international relations. He/she must have at least 10 years’ experience in science and development communications in the development sector or a related field, including at least three years at an international level.  The candidate should also possess excellent communication skills in English. (Proficiency in oral and written French will be an added advantage).

KEY RESPONSIBILITIES

Communications, Visibility, and Profiling

• Design and oversee the implementation of AFIDEP’s communications and policy-influencing strategy;
• Oversee the development of a recognisable AFIDEP brand as a leading policy institute in promoting and enabling evidence uptake in development efforts in all sectors;
• Support evidence synthesis, packaging and use in six areas, namely: population dynamics and the demographic dividend; health and wellbeing; transformative education and skills development; environment and climate change; governance and accountability; and gender equality;
• Identify and develop relationships with key media outlets to stimulate increased use of evidence in public policy debates;
• Disseminate evidence and encourage critical debate on development issues based on evidence.

Partnerships and Resource Mobilisation

• Build and maintain collaborative partnerships with governments, academic institutions, research institution, implementing agencies and funders;
• Build relations with potential end users of evidence and other institutions that generate and promote use of research evidence;
• Contribute to AFIDEP’s fundraising plans through concept and proposal development.

Capacity Strengthening

• Support internal and external capacity strengthening efforts aimed at improving the communication and utilisation of research evidence in decision-making in development efforts.

REQUIREMENTS

• Master’s degree in communications, media or international relations.
• At least 10 years’ experience in science and development communications in the development sector or a related field, including at least three years at an international level.
• Excellent writing and technical editing skills, especially in policy-oriented publications and media products.
• Excellent presentation and public speaking skills.
• Technical skills in publications design, website management, and social media management.
• Ability to dialogue effectively with a wide range of audiences/constituencies and to represent the organisation with authority and credibility.
• Excellent understanding of public policymaking and legislative processes and the role of research in these processes.
• Proven skill in translating research and evidence into effective advocacy strategies that have achieved policy change at a national or international level.
• Proven success in developing and delivering effective country, regional, or international policy engagement and influencing strategies.
• Proven understanding of African socio-political contexts and global developments, and how this influences decision-making in the areas of health, population, and development.
• Competency in facilitating national and international advocacy activities.

To apply: Please visit our website (www.afidep.org) for a detailed advert to see the full description of this position before applying. Please send a cover letter and detailed CV with three relevant referees to: recruitment@afidep.org including the position title “Communications and Policy Engagement Manager” not later than 26^th April 2024. Include the job title in the email subject. Only shortlisted applicants will be contacted.

AFIDEP is an Equal Opportunity Employer and does not charge a fee at any stage of the recruitment process.

To download the full job description: Click Here Communications-Manager-Advert.pdf