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Growing Together (GT) Conference-planner

For its office in Mae Sot, Handicap International (HI) seeks a: Growing Together (GT) Conference-planner

The deadline for submission of proposals is the 26th of February at 23.59 Thailand time.

1. Background

1.1 About Humanity & Inclusion

Handicap International which runs program under its operating name Humanity & Inclusion (hereafter referred to as HI) is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside people with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights. HI is currently implementing projects in almost 50 countries worldwide.


1.2 Context in which the project takes place

Growing Together! (GT) project is implemented in refugee camps and internal displacement settings in Bangladesh, Thailand and Pakistan. The project is directly implemented by country teams in each location and in addition counts with a regional coordination unit based in Thailand.


1.3 Project overview

Growing Together! (GT) is a 4-year regional project implemented in refugee camps and internal displacement settings in Bangladesh, Thailand and Pakistan. The project is implemented by HI country teams and HI implementing partners in each location and in addition a regional coordination unit based in Thailand.

The project goal is to ensure that vulnerable children (0-12 years) have equal opportunities to develop and teach their potential through inclusive play, arts, games, sports, culture and early years education in displacement settings (Thailand, Bangladesh and Pakistan).


1.4 Justification for calling upon a Consultant

The GT project is looking for innovative ways to promote the lessons learnt of this regional project, plus share the trends on inclusive child development with different stakeholders through a conference. A consultant is required to lead the creation and design of the communication´s concept for the conference, representing the nature of the project and related topics.


                2. OBJECTIVE AND MAIN TASKS

2.1 Objective of the assignment

To be the focal person for the organization and the logistic arrangements of the end of the project conference taking place in Bangkok in May, as well as to follow up on small procurements related to the conference.

The conference aims at sharing lessons learnt and trends on inclusive child development, through a fun and engaging approach, comprenhensive of child-friendly and inclusive techniques, and that is itself a representation of the project. It should target a broad public, from other INGOs, donors, and HI project teams.


2.2 Working time and Main tasks

The incumbent is expected to work part time during the organization phase and a full availability is requested during the week of the conference.

The incumbent is expected to carry out, among others, the following:

  • Participant’s follow-up:
    • Visa needs
    • Flights
    • Accommodation
    • Travel allowance for HI colleagues
    • Info on local transport etc.
    • Follow-up confirmations.
    • Special needs
  • Accommodation
    • Focal point for # of rooms/dates/changes/special requests
  • Venue
    • Identify range of options in BKK to filter for GT Reg to choose if applicable.
    • Focal point with venue for logistics:
      • Menu choosing/ dietary restrictions.
      • Follow-up on meeting room setting for each day.
      • IT devices follow-up/ needs
      • Moment to moment logistics during the conference/ focal point with the venue.
      • Attendance lists
  • Designs
    • Contribute to the development of:
      • Design of electronic invitation
      • Brochure/agenda
      • Banners
      • Poster boards
      • Batches speakers
    • Focal point for photo exhibition
      • Gather photo material from 3 countries
      • Focal point with printing shop, sizes, type of paper, etc
      • Organize display in the hotel.
    • Printings
  • Contact and keep moderator updated
    • Share presentations
    • Name, etc
  • Presenters
    • List
    • Getting ppts
    • Ensuring IT is ready for ppts and specific needs (i.e. video, etc)
    • Getting bio and finalizing for brochure/agenda



The Volunteer is expected to start on the 1st March 2020.



The following qualifications and skills are required:


  • Previous experience in Event/Conference planning and organization is essential.
  • Previous experience with NGOs is preferred.
  • Knowledge of basic procurement rules is preferred.
  • Good command of MS Office (Excel, Power Point.) and/or similar.
  • Ability to work with people from different countries and cultures.
  • Multitasking and ability to work with tight deadlines.
  • Excellent communication, negotiation skills and diplomacy.
  • Fluency (spoken and written) in English is essential. Knowledge of Thai language is a plus.
  • Creativity and innovative approach.
  • Preferably based in Bangkok.



Proposals from interested consultants should include:

  1. Curriculum vitae detailing the experience reference of previous assignments done.
  2. Brief cover letter outlining the interest in the position
  3. References from a previous similar experience;


Incomplete applications will not be taken into consideration.

The Volunteer will be provided a DSA (Daily Subsistence Allowance) intended to account for meals, transportation and compensation.


Proposals should be submitted to the following,  including the subject “GT Conference-planner”.

Selected applicants may be invited for a (phone/skype) interview. HI reserves the right to contact the applicants for further information before the deadline for submissions.


Handicap International encourages qualified persons with disabilities or chronic illness and women to apply.

HI is committed to protecting children and vulnerable adults from harm. All staff are expected to comply with the Child Protection, PSEAH Policies. Employment is subject to our protection standards including background checks and adherence to our protection policies and Code of Conduct

All information shared by the applicants remain confidential


Contact :

ผู้ประสานงาน / Coordinatorเจ้าหน้าที่ประจำสำนักงาน / Officerเจ้าหน้าที่ภาคสนาม / Field officer