United Kingdom of Great Britain and Northern Ireland: Brussels Conference Project Officer

Brussels Conference Project Officer – 3 month internship

Scope: Communications (30%) Conference planning (50%) Administration (20%)

Post: Full time

Period: 3 months internship

Salary: £1,100 per month

Location: London, with some work in Brussels

Deadline: Sunday 26^th June 2016

Interviews: Week starting 11^th July 2016

Start date: Mid-July 2016

Overview

British and Irish Agencies Afghanistan Group (BAAG) is a membership network supporting 28 NGOs operating development and humanitarian programmes in Afghanistan. Established in 1987, its main activities include policy and advocacy, events and research focused on development and humanitarian needs and issues in Afghanistan. Thematic areas covered include women’s and human rights, aid effectiveness, civil society and peace building. BAAG work closely with partners, other networks and organisations in Afghanistan, Europe and worldwide, including ACBAR (Agency Coordination Body for Afghan Relief and Development), Afghanistan Women’s Network and Afghanistan Public Policy Research Organisation in Kabul and ENNA (European Network of NGOs in Afghanistan) in Brussels. BAAG’s vision is to contribute to an environment where Afghans can take control of their own development and bring about a just and peaceful society. BAAG’s mission is

· Bringing member agencies and wider relief and development community together to advocate continued international commitment to the development of Afghanistan

· Sharing of information and knowledge to improve policy debate and decision making processes with a particular emphasis on ensuring that those processes reflect the views, needs and aspirations of the Afghan people.

· To enhance the abilities of Afghan civil society in influencing national and international policies on Afghanistan.

Rationale for Brussels Conference Project Officer

In October 2016 the EU and Afghan government are jointly hosting the Brussels Conference on Afghanistan, a donor conference to secure future commitments to Afghanistan and to agree reform and development milestones for both groups. BAAG is working with the Afghanistan teams of the European Commission, in Kabul and Brussels, to enable effective input and participation by civil society ahead of, and during, the Conference. This will include meetings, conferences and activities in Kabul, Brussels and London, and the invitation of 10 elected Afghan civil society activists to the Conference in Brussels. BAAG will be consulting widely with Afghan civil society organisations, Afghan and international NGOs, representatives of the EC, the UN in Afghanistan and other stakeholders. BAAG, its members and partners will be promoting the Conference via global international media and social media.

The Brussels Conference Project Officer will be an integral part of the BAAG team, supporting the planning, administration and delivery of the Conference and the media and communications activities leading up to this.

Main responsibilities

Conference planning (50%)

· Manage Afghan delegate and INGO databases and communications with both, including dissemination of invitations, information packs and itineraries.

· Remote support to the Brussels-based Conference Consultant, regarding meeting venues, catering, guest lists, security passes, local travel plans etc.

· Assist in travel arrangements for Afghanistan-based delegates including visa support, flights, hotels and Brussels transport.

· Coordinate the compilation and dissemination of conference packs and documents, and those for preparatory workshops both in Brussels and Kabul.

· Manage a small group of volunteers for the conference and preparatory days preceding this.

Communications (30%)

· Provide administrative support to the Media & Communications Working Group – including minute taking, disseminating documents, organising meetings, and updating and maintaining a contacts database.

· Lead in the gathering and compilation of case studies, opinion poll results, video & audio clips, blogs and other communications outputs.

· Support dissemination of Conference information and advocacy content on the BAAG website.

· Provide support to the Media Consultant prior to and on the day of the Conference.

Administration (20%)

· Assist in the planning of core BAAG meetings, including Members Meeting, Policy & Advocacy Meetings, INGO Information Sessions, UK Government Contact Group Meeting (with DFID, FCO and MOD) and the quarterly APPG Afghanistan (All Party Parliamentary Group).

· Minute taking, write up and dissemination for the above meetings.

· Monitoring & evaluation – assist with core Conference project M&E activities and forms (surveys, feedback forms, lessons learnt etc).

· Administrative support for staff travelling to Afghanistan – flights, visas, information packs etc.

· Supporting payment of expenses for volunteers and delegates.

· Other administrative tasks as required by the BAAG team.

Person specification requirements

Essential

· Undergraduate degree in event management, communications, international development, international relations, or other related fields;

· At least 6 months experience working in an administrative, media/communications, events planning, advocacy or campaigns capacity in a busy, professional organisation;

· Events planning or administration experience, ideally for a large conference or workshop;

· Experience of managing media and communications content on both websites and social media– such as case studies, resources documents, blogs, newsletters etc;

· Experience of meeting preparations, minute taking and write up;

· Ability to write clearly and succinctly in English;

· Strong communications skills; experience of communicating effectively with non-English speakers;

· Work well under pressure and in a team environment; adaptable and proactive approach, able to effectively prioritise.

Desirable

· Previous experience of working for a NGO and a basic knowledge of international development, preferably related to Afghanistan;

· Dari or Pashto language skills;

· Experience of supervising staff or volunteers;

· Travel and accommodation bookings for visitors;

· Familiar with, and comfortable travelling around, London