ThaiNGO

Terms of Reference and Expected Outputs

Background

RECOFTC - The Center for People and Forests together with partners will hold the Regional Community Forestry Forum 2018. The 2-day gathering will provide a platform for:

• The general public to understand the value of community forestry including for their lives (i.e. their wellbeing) and how they can support community forestry in their country. This focus reflects the need for society to proactively support the integration of people-centered forestry into the wider context of sustainable development.
• Regional practitioners and policy-makers to assess how community forestry has been effectively contributed to the SDGs. Within the event, participants will set clear, innovative and impactful pathways to enhance role of community forestry in supporting SDGs under their respective roles and contexts.
• Invested actors to explore the potential partnerships towards co-creation of sustainable solutions towards healthier forests for sustainable development.

RECOFTC is seeking a Forum Coordinator to lead the Forum preparations, coordination and event rundown. In collaboration with the members of RECOFTC Forum Task Team and the Forum Partners, the Forum Coordinator will ensure that forum preparations and implementation are on track, according to the agreed timeline.

Duration

The Consultant (Forum Coordinator) will work for 40 days during the months of May (or as earliest) and August 2018.

Expected outputs

Under this contract, the Consultant, the Forum Coordinator will report directly to RECOFTC’s Capacity Development and Technical Services (CDTS) Unit Manager and will be responsible for delivering the following outputs:

Administrative and logistics coordination work: 26 days

• Based on the concept note, develop a budget proposal and monitor budget use with the Forum Task Team and relevant administrative officers
• Focal point to coordinate the logistical arrangement and exhibition for the public event on Day 1
• Work with Forum Task Team to identify vendor( exhibitor) and potential presenters list for forum booth, dialogue and demonstration sessions
• Work with Forum Task team to coordinate and manage the vendors booth concepts for exhibition /presentations/dialogues and keep this updated
• Work with Forum Task Team to identify participant list( especially for Day 1) and keep updating it regularly,
• Based on advice from Forum Task Team and in coordination with Administrative Team, coordinate logistics of the venue at Suan Plern Market ( Day 1) and Hilton Doubletree ( Day 2)
• Organize regular Administrative Team meetings in order to ensure that agreed Administrative Tasks are done within the agreed timeframe
• Support communication with participants on logistics
• Communicate with forum partners on different contracts and logistic issues

Forum content coordination: 10 days

• Develop forum work-plan including detailed agenda with specific tasks for RECOFTC staff,
• Coordinate with Forum Task team to support presenters or speakers ensure that final drafts of the presentations are received in time and communicated,
• In collaboration with CDTS manager and relevant staff identify key participants that will be asked to feed in additional information during the different Q&A sessions,
• Work closely with communication team to provide supports in all communication activities before and during the forum (to plan for innovative media activities: Facebook live feeds, instagram and twitter campaigns, radio advertisement, etc.)

Forum participation: 2 days

• Coordinate the forum rundown and provide support in managing and coordinate the logistics and related issues for the event

Forum wrap up: 2 day

• Convene a debriefing session with key staff to reflect key lessons learned on coordination, communication, session organization, and others in order to improve Forum coordination and administration in the future.
• Prepare a brief report will be submitted at the end of consultancy summarizing feedback and evaluation of the running of the forum for internal use.

The Coordinator will also serve as the contact person for the Forum co-organizers and sponsors.

Qualifications and experiences

The consultant should have :

• Proven track record in public relations, and event organization and management as well as experience working in the region.
• Bachelor’s degree in related fields;
• Organization or event planning including managing the budget from various sources of funding;
• Experience in working with international non-profit organizations;
• Ability to prioritize, plan and organize tasks in a busy environment;
• Fluency in English;
• Bangkok-based applicants only;
• Knowledge and understanding of government functions and procedures and experience handling protocol matters;
• Ability to work in multi-disciplinary teams and cross-cultural environments; and
• Good personal skills, such as: communication, teamwork, self-motivation, initiative and attention to detail.

Interested candidates are requested to submit their CV and a quotation and current contact details to event@recoftc.org and putting Forum Coordinator in the subject line.