Annual Meeting Event Management Consultant
Beijing
- Organization: AIIB - Asian Infrastructure Investment Bank
- Location: Beijing
- Grade: Consultancy - Consultant - Contractors Agreement
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Occupational Groups:
- Conference Services
- Closing Date: 2024-12-31
Application close date
12/31/2024
1. Project Background
The Annual Meeting of the Board of Governors is the flagship event of the Asian Infrastructure Investment Bank (AIIB). It offers a unique occasion to showcase AIIB’s accomplishments and seek invaluable insights and guidance from shareholders on AIIB's strategic direction and initiatives. Moreover, it serves as a dynamic hub for dialogues among delegates from AIIB Members, alongside partners, business leaders, civil society organizations and experts from a range of fields from all around the world. AIIB works with a voluntary Host Country from its Members annually to deliver the Annual Meeting. The 2025 AIIB Annual Meeting is scheduled for June 25-26, 2025 in Beijing, China.
2. Objectives of the Assignment
As the leading organizer of the Annual Meeting, the Bank’s Corporate Secretariat is looking for experienced professionals to support the planning, programming and implementation of Annual Meeting and ancillary programs and events.
3. Scope of Services
• Lead in one or some of the following areas of events management, in collaboration with AIIB’s corporate service providers and Host Country government/event partners: o Develop and supervise the operation of the event registration and badging system; develop event badging and access control plan in collaboration with event security team; o Plan and coordinate international travel arrangement of invited guests; o Plan, coordinate and supervise ground transport service execution; o Plan and organize Annual Meeting social events including receptions and dinner parties; o Event related vendor selection, procurement and contract management; o Event related management of supporting volunteers. o Any other event management assignment as required. • Participate in the Annual Meeting and supervise onsite implementation of designated areas. • Maintain accurate event data and record, and contribute to a comprehensive post-event report, and amendment to relevant Annual Meeting documentation.
4. Consultancy Output / Deliverables
• Prepare comprehensive action plans, timelines and contingency planning for designated scope of service • Participate in all relevant coordination meetings between AIIB and host government, update progress and share comments and suggestions for next steps • Contribute to relevant Annual Meeting documents • Conduct onsite meetings and visits as required before and during the Annual Meeting • Meet the deadlines with quality deliverables • Provide innovative ideas to add value to team professionalism • Share knowledge, experience and skills with junior staff and outsourced assistants when applicable
5. Implementation Arrangement
The Consultant is expected to work onsite in the bank’s HQ in Beijing, China. The Consultant will be working with the Annual Meeting team of the Corporate Secretariat, which is composed of AIIB staff, individual consultants, assistants, and college volunteers. The team is led by a Senior Events Management Officer and supervised by the Manager of Shareholder Relations.
6. Support to the Consultant by the Bank
The Corporate Secretariat will make all documents and data available to the Consultant to carry out the Assignment. Facilitation will also be provided for the Consultant to work with other governmental or nongovernmental or international agencies required by the TOR. During onsite work period, a dedicated office area, workstation, fixed-line telephone as well as other administrative and IT service support will be provided. The Bank will cover the cost related to mission travels if applicable in line with relevant Bank policies.
7. Knowledge Transfer and Training
The consultant must keep and transfer all Annual Meeting-related data and record to AIIB upon completion of the assignment.
Qualification Requirement
• A Bachelor’s degree in relevant areas from a reputable University. • Excellent English and Chinese Mandarin speaking and writing capabilities and effective communication skills. • At least 5 years of relevant professional experience in international events management in China with proven record. • Strong experiences in managing government relations in China • Professional experience with international organizations or multinational Corporations is preferred.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.