Announcement Archive

Working Opportunity: Tokyo Development Learning Center (TDLC) Event Coordinator

Wednesday, September 21st, 2016

story from Tokyo Development Learning Center

ASSIGNMENT OVERVIEW

Assignment Title: 1228341 - Tokyo, Japan - Tokyo Development Learning Center Event Coordinator
Assignment Countries: Japan

ASSIGNMENT DESCRIPTION

The Tokyo Development Learning Center (TDLC) program is a partnership of Japan and the Social, Urban, Rural and Resilience Global Practice (SURR)of World Bank based in Tokyo, Japan. TDLC supports and facilitates strategic WBG and client country collaboration with select Japanese cities, agencies and partners for joint research, knowledge exchange, capacity building and other activities that develop opportunities to link Japanese and global expertise with specific project-level engagements in developing countries to maximize development impact. The program is global in reach and thematically focused on urban planning, urban service provision, urban management, social development, disaster risk management, municipal finance. The mainstreaming of Quality Infrastructure Investment (QII) is an emergent area of focus for TDLC.

TDLC also serves as a vehicle for the dissemination of development knowledge and activities with the Japanese public sector, private sector and public. Activities that favorably present the development efforts of Japan with the World Bank are encouraged by the donor. Particular emphasis on engaging directly with municipal officials in Japan to broaden stakeholder engagement has been a particular focus of this phase of the partnership.

TDLC is seeking to contract with an individual as an Event Organizer for the TDLC Team. The Consultant will assist the team in the planning, preparation and delivery of a number of large scale knowledge exchange events with particular focus on Technical Deep Dives. The Consultant will be based in Tokyo and will work under the supervision of the TDLC Senior Officer.

Duties and Responsibilities

Under the guidance of the TDLC Senior Office the Event Coordinator will organize events including TDLC Technical Deep-Dive (TDD) and other TDLC knowledge and learning events with detailed steps being the following:
(1) Help identifying list of participants in consultation with relevant Task Team Leaders (TTLs) and/or leader(s) of Community of Practice (CoP)
(2) Develop and maintain a participant list/database with all contact information, travel dates and accommodation. Follow up, where needed, with invitees who confirmed participation to ensure the database is always up to date and complete.
(3) Prepares the proceedings, information document, welcome kit, and running orders
(4) Prepares logistic tables for conducting engaging knowledge and learning events
(5) Support with any tasks related to speaker invitations and session design
(6) During the event, work closely with TDLC team to ensure smooth implementation of all aspect of the event, including workshop, field visits, official dinners, lunches and reception
(7) Organize the venue and logistical arrangements for participants
(8) Mobilize speakers and resource experts from the WBG and from partner organizations for TDLC knowledge and learning events
(9) Maintain relationship with the relevant stakeholders throughout all phases of the initiative

Selection Criteria

Masters or Bachelors degree in development or related fields and minimum of 3 years relevant experience
Experience with design, organization and implementation of knowledge sharing and learning activities
Event management and coordination experience
Experience working with ministries, city officials and private companies
Ability to gather and organize information and to synthesize knowledge from diverse sources of information.
Ability to produce quality work under tight deadlines; ability to organize, edit and draft a variety of documents.
Ability to work simultaneously on a variety of issues and activities, independently, adjusting to priorities and achieving results within deadlines.
Ability to deal sensitively in multi-cultural environmental and build effective working relationships with operational staff.
Excellent oral and written communication skills both in English and Japanese
Strong client service and program delivery orientation and strong team player

Working arrangements and reporting

The consultant will be paid based on the World Bank standard. Transportation cost including train fee and accommodation in case knowledge events take place outside Tokyo shall be covered. The consultant will be hired for 60 days with the possibility of extension. The work of the consultant will require them to be present with the TDLC unless alternative arrangements are agreed to. The Supervisor for this position will be Daniel Levine (Senior Officer, TDLC).

INDIVIDUAL / FIRM PROFILE

The consultant should be an individual.

SUBMISSION REQUIREMENTS

The World Bank Group now invites eligible consultants to indicate their interest in providing the services. Interested consultants must provide information indicating that they are qualified to perform the services (brochures, description of similar assignments, experience in similar conditions, availability of appropriate skills among staff, etc.). Please note that the total size of all attachments should be less than 5MB.

Interested consultants are hereby invited to submit expressions of interest.
Expressions of Interest should be submitted, in English, electronically through World Bank Group eConsultant2 (https://wbgeconsult2.worldbank.org/wbgec/index.html)

NOTES

Following this invitation for Expression of Interest, a shortlist of qualified firms will be formally invited to submit proposals. Shortlisting and selection will be subject to the availability of funding.