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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.

JOB SUMMARY
Company	SNV Ghana
Industry	NGO/IGO/INGO
Category	Communication...
Location	Ghana
Job Status	Contractor/Co...
Salary	GH¢
Education	Qualified
Experience	5 years
Job Expires	Jun 04, 2023
Contact	...

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.

SNV has worked in Ghana since the 1992 and currently has offices in Accra, Tamale, and Nandom.

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

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