Position description
Position: Local conference producer / coordinator
Global Investigative Journalism Network
Deadline: September 20th, 2024 (Applications will be reviewed on a rolling basis)
The Global Investigative Journalism Network is looking for an events producer based in Malaysia. The person in this role will be working with GIJN staff, Malaysiakini, and partners to help organize the Global Investigative Journalism Conference (GIJC) to be held in Malaysia in 2025. Major responsibilities include working on logistics, local sponsorships, registration, and supervising various technical aspects.
GIJN is an association of 250 member organizations in 91 countries dedicated to spreading and advancing investigative journalism around the world. GIJN is staffed by an extraordinary multicultural team based in over 20 countries.
This is a unique chance to be involved in organizing a premier global conference geared to train the world’s investigative journalists at a time of unprecedented opportunities and challenges. You’ll work with a dynamic international team that is spreading quality investigative and data journalism to the farthest reaches of the planet.
Applicants must have solid and demonstrated experience in organizing conferences or other large events. Familiarity with journalism or nonprofit media is a plus.
Work duties:
- Overseeing conference planning and organization in Malaysia – in coordination with GIJN’s and Malaysiakini’s teams, with attention to deadlines;
- Liaison on local logistics aspects;
- If necessary, engage with local suppliers, ask for and review quotations regarding various conference needs (venue, A/V, IT, transportation, etc), or support co-hosts in these tasks as needed;
- During the conference, serve as a contact point to assure operations run smoothly (transportation, arrivals/departures, venue, accommodation, registration, technical needs, catering, entertainment, etc);
- Plan and overview transportation logistics for conference speakers, fellows and staff (airfares, accommodation, insurance, etc);
- Identify and oversee revenue, sponsorship and partnership opportunities for the conference (exhibition spaces, marketplace, sponsors).
Qualifications
- At least three years of demonstrated work as a conference or events organizer;
- Strong organizational skills, clear and comprehensive English, and a detail-oriented personality;
- Ability to work remotely and comfortably in a global, virtual team;
- A high comfort level in working in a cross-cultural environment and collaborating with people from diverse cultures and languages;
- Self-motivated with good communication skills;
- Ability to multitask and meet deadlines;
- Also helpful: familiarity with journalism, nonprofit media, or international nonprofits.
- Location: Malaysia. The successful candidate should have strong internet bandwidth.
Reference salary: $1,500 – $2,500 per month. Salary will depend on your location and experience.
Note: GIJN is a strong believer in diversity and welcomes applicants regardless of race, color, creed, religion, gender, sexual orientation, national origin, ancestry, citizenship status, or disability.
The local producer will support Malaysiakini and GIJN on various tasks for the conference that the organizations will be working on. Some of those include:
- Local point of contact with the conference venue;
- Finding suitable hotels near the conference venue, reserving an adequate number of rooms for conference attendees, and negotiating discounts where possible;
- Send over any local info needed to display on the GIJC25 website: including hotel booking discount links/codes, how to get around, etc;
- Source for childcare options and set up a system for attendees to book/make arrangements with the vendor;
- Handle logistics for the evening Welcome Reception with alcoholic and non-alcoholic drinks and snacks;
- Handle logistics for the awards evening banquet with entertainment – keynote speaker;
- Handle logistics for a help desk at each international airport (KLIA1 and KLIA2), including organizing volunteers at the airport on arrival date (day of the welcome reception);
- Source for and coordinate a team of volunteers during the conference (for security, bag checks, info assistance, crowd control for sessions, handing out goodie bags if any);
- Handle logistics with the conference venue to ensure adequate WiFi, computers, projectors, and microphones for the conference rooms;
- Handle logistics for on-site registration desk/system + infopoint: organizing secure verification/check-in and issuing of non-transferrable identification/badges to each attendee;
- Book travel and lodging for speakers and fellows (set up a system and assess if an assistant is needed);
- Handle logistics to provide emergency aid to attendees if needed;
- Handle logistics to provide appropriate security for the entire duration of the event, and in all venues;
- Handle logistics to provide conference swag to each attendee, with design input from GIJN;
- Local point of contact for conference merchandising;
- Handle logistics to print and display banners in the conference area with the logos of the conference, co-hosts, and co-sponsors, as well as signage on the venue;
- Handle logistics for invitation letters for attendees coming from countries that require a visa, plus point of contact with the government;
- Support GIJN and Malaysiakini’s efforts to identify and suggest potential additional sources of funding for the conference;
- Joining fortnightly conference coordination calls (usually at 8pm KL time);
- Get quotations from various vendors, obtaining licenses and approvals where required.
Application instructions
Contact: [email protected] – Please email us your resume and a cover letter. In your cover letter, tell us why you are the ideal candidate for this position. Include details about a conference or large event that you’ve organised or produced previously and elaborate on how you contributed to its success.
Please be sure to indicate you saw this position on Globaljobs.org
