Vacancy: Terms of Reference (TOR): Recruitment of a professional conference management company to organise Youth Employment and Entrepreneurship (YEE) Global Forum in Accra in November 2023.

Date	25 May 2023
Location	Ghana

Job Type	Contractor/Consultant
Industry	NGO/IGO/INGO
Description	Company Profile SNV is a not-for-profit international development organisation that applies practical know-how to make a lasting difference in the lives of people living in poverty. We use our extensive and long-term in-country presence to apply and adapt our top-notch expertise in agriculture, energy, and WASH to local contexts. SNV has an annual turnover of €130 million, over 1,250 staff in more than 25 countries in Africa, Asia, and Latin America. We are proud to be a not-for-profit organisation that uses project financing to implement our mission. This requires us to work efficiently and to invest in operational excellence. For more information on SNV, visit our website: www.snv.org Job Description Terms of Reference (ToR) Recruitment of a professional conference management company to organise Youth Employment and Entrepreneurship (YEE) Global Forum in Accra in November 2023. 1. Overview and background of GrEEn Project The Boosting Green Employment and Enterprise Opportunities in Ghana (GrEEn) project is a four-year project implemented in the Ashanti and Western regions of Ghana. With the overall objective of contributing to addressing the root causes of irregular migration by supporting sustainable and climate resilient local economies through the creation of green jobs and promoting green enterprise development in regions of departure, transit and return for migrants, GrEEn is targeted at women, youth, returnees and Micro, Small and Medium-sized Enterprises (MSMEs). Primarily funded by the European Union through its Emergency Trust Fund (EUTF) for Africa, GrEEn is being implemented by SNV Netherlands Development Organisation and the United Nations Capital Development Fund (UNCDF). GrEEn focuses on three specific objectives: To support the transition of local economies to green and climate resilient development. To improve the employability and entrepreneurship capabilities of selected people by matching them with market opportunities and mentoring into (self-)employment and enterprise development, with a focus on green and climate resilient local economies. To create and strengthen local ecosystems that support youth (self-)employment and the growth of Micro, Small and Medium-sized Enterprises (MSMEs). Visit https://snv.org/project/green-boosting-green-employment-and-enterprise-opportunities-ghana for more information. 2. Overview and background to the YEE Global Forum As part of its project activities, GrEEn will organise a YEE Global Forum in Accra. The objective of the Forum is to build partnerships for sustainable youth Entrepreneurship and Employment in Africa. It is expected that the conference will lead to the following results: Contribute to the policy environment needed for green jobs creation in Africa through providing a space for sharing and exchanging experiences and research results between stakeholders and policy makers. Share and exchange experiences on challenges in youth skilling, business development services, markets, and financial access. Provide networking opportunities and exchange of ideas among young people, thus promoting innovation and youth voice. Promote youth entrepreneurship as a tool to stimulate regional economic development based on SNV and partner experiences. Identify scalable youth entrepreneurship development programs and propose new innovative approaches. Map out and share the conclusions and recommendations of the conference with key stakeholders for further actioning. 2.1. Key Forum Activities Plenary sessions and debates on challenges and opportunities for youth employment organised in the form of presentations and led by various speakers, including young people. Discussion panels covering the different themes of the conference. They will be facilitated by resource persons and professionals from the private sector (companies, financial institutions, training centres, civil society organisations etc.) and the public sector. Focused networking opportunities Expo and exhibitions showcasing young entrepreneurs’ products Media engagement – Pre, during and post the event. 2.2. Conference Participants The Forum will bring together young people including funders, government agencies, research institutions, and other like-minded institutions in the youth employment eco-system within and outside Africa. 2.3. Conference duration The international conference will be a two-day event, scheduled to take place in November 2023 in Accra, Ghana. The high-level agenda: Day 1 & 2 conference days: Plenary sessions – keynote speakers, youth round table discussions, youth town halls, youth marketplace, and side events. Day 3: Learning project visit to GrEEn project sites. Day 4: Reflections and next steps planning (half day). (Optional) 3. Purpose of the assignment The GrEEn project needs the services of a conference manager or firm with proven experience in organising international conferences. The successful conference manager or firm will coordinate the planning and logistics for the international conference and publicity activities before, during and after the conference as specified under scope of work below, in close collaboration with the general organising committee. 4. Scope of work The successful conference manager or firm will be responsible for all planning and execution activities. Working closely with the general organising committee, the conference manager will review the conference concept note and make recommendations on the proposed format and implementation of the conference. The conference manager or firm shall undertake the following tasks: 4.1 Pre-event management activities 4.1.1 Preparatory activities Participate in kick-off meeting with SNV and the general organising committee. Review of conference concept note. Make recommendations on the agenda of the conference. Propose high level speakers and engagement strategy. Develop strategy and workplan with clear timelines, including a media plans Discuss and agree with the general organising committee regarding the appointment of sub-contractors and service providers. Identifying and liaising with potential partners where necessary 4.1.2 Communication and visibility 4.1.3 In close collaboration with SNV marketing and comms teams/committee for the event Liaise with the relevant media outlets to promote visibility of the event (locally and internationally). Recommended media channels include social media, radio announcements, radio interviews and web banners. Ensure that all media channels used are relevant to the conference target audience and appropriate to the specific activities being undertaken. Design of publicity materials (e-flyers, social media posts, radio announcements, media info packs, videos etc) Liaise with GrEEn communications and visibility advisor to ensure GrEEn, SNV, EU and other key stakeholders branding guidelines are applied to all visibility materials. 4.1.4 Participant management Establish the list of target participants with the general organising committee. Develop and manage the registration process for all participants. Send out invitations with the approved programme details to all confirmed participants, including event, Master of Ceremony, moderators/facilitators, speakers, and panel members. Follow up on invitations with reminders and manage any enquiries in liaison with designate SNV team. Ensure that all resource persons who will serve as keynote speakers, panel members and facilitators/moderators have all the relevant information and are well briefed for their roles prior to the event. 4.1.5 Logistical arrangements Ensure that venue to be used for the conference is appropriately set up on time. Ensure that all technology support systems are secured and adequately tested prior to the conference. Ensure that all presentations from speakers are submitted on time and readily available for sharing. Ensure that the right technical set up is used to manage the conference. Coordinate the media coverage for the conference. Coordinate conference and/or exhibition arrangements including refreshments for participants. 4.2 Conference management activities Ensure a seamless execution of the conference. Ensure that all speakers, presenters, panel members, moderators/facilitators are available on time for the conference. Ensure that all IT equipment, audio-visuals/sound systems, internet connections and power backups are secured and tested each day. Ensure that all presentations, audio visuals etc are submitted on time and tested prior to the conference. 4.3 Post-conference management activities Ensure that thank you and appreciation messages are sent to all participants. Administer feedback questionnaire and solicit for suggestions for improvements on future conference. Document media coverage of the conference if any. Compile post-conference report detailing the number and type of participants, what worked well and what did not, a summary of the feedback received from participants, recommendations for future conference. Hold a debrief meeting with the general organising committee. 5. Timeline The assignment will begin from June 12, 2023 and end in December 2023. 6. Deliverables The following deliverables are expected from the conference manager: A programme outline and plan for the international conference. Support the general organising committee in scouting and selection of moderators, speakers, panellist, venue etc for the conference. Selection of appropriate venue for the conference A detailed media plan for increased visibility before, during and after the conference. A post conference report detailing the number and type of participants, what worked well and what did not, a summary of the feedback received from participants, recommendations for future conference. Required Skills or Experience The conference manager or firm must have A proven experience of managing international conferences and summits for both online and in-person events (or blended). Experience in working with various media houses especially in Accra. An established relationship with these media houses will be a plus. A minimum of 5 years’ experience in managing corporate events including planning and coordination, as well as publicity and communications How To Apply Application and selection process Proposals must be submitted via email to [email protected] by 23:59 GMT on 4th June 2023. Please include “GrEEn Conference Manager” in the subject line. All enquiries regarding this ToR must be submitted to [email protected] before 1st June. Please include “GrEEn Conference Manager” in the subject line. Applicants should submit separate technical and financial proposals, in Word, Excel or pdf. The financial proposal must cover the personnel costs for organizing the conference only. SNV will bear the cost of logistics for the event. The technical proposal must include: Comments or suggestions on the Terms of Reference Description of the firm/ consultant’s experience in organizing corporate seminars/ fora. Links to videos or highlights of previous events should be included. Method/ approach to organizing the events. A CV of the consultant and key team members detailing previous relevant experience A tentative workplan Testimonials from references from previous similar assignments (at least 3) SNV will score the received bids based on the technical offer (70%) and the financial offer (30%). Technical proposals will be assessed using the following criteria and weights: Cost estimate Contract terms and conditions will be negotiated upon selection of the winning bidder for this TOR. The budget must cover the personnel cost for preparing and managing the conference. SNV will bear all other costs relating to the logistics, for participants and exhibitors, publicity and other vendors for the conference. Value for money is important to SNV and will be considered when analysing the proposals received. Please refer to annex 1 for an overview of daily fee ranges as stipulated by SNV Ghana. Procedure Firms or teams/consortia with strong proposals may be contacted for interviews before award of the contract. GrEEn/SNV reserves the right to Cancel this request for proposals at any time Accept the whole or only part of any submission Accept none of the proposals submitted and not issue any contract following this request for proposals Republish this or an adapted request for proposals. Note Please note, employers receive numerous applications per posting and will only shortlist the most qualified candidates. Also Jobsinghana.com is not involved in any decision made by an employer/recruiter and therefore does not guarantee that applications sent will result in a candidate being shortlisted/selected for that position.
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