Background
With a view to following up and contributing to the implementation of the AU Tripoli Declaration of August 2009, the Institute for Peace and Security Studies (IPSS, Addis Ababa University) has taken the initiative to convene a High-Level Forum on Security in Africa.
The Forum is an informal gathering of African decision makers, peace and security stakeholder groups and their large constituency, for an open discussion of security issues and challenges on the continent. It is also intended to be institutionalized and become an annual event. The maiden high-level forum took place on 14-15 April 2012.
Under this broad mission, the initiative is a response to the Tripoli Declaration that appeals for “African-centred solutions”, and makes peace and security a collective “intellectual challenge”. In this respect, the Forum’s specific objectives are to complement the valuable work being accomplished by official AU and RECs decision-making bodies and their formal mechanisms.
Objective of the consultancy
This position is responsible to coordinate and organize the accommodation and catering needs of all delegates, organizers and staff.
Tasks and deliverables
The consultant will be responsible for:
a) Accommodation:
· Obtain a list of available rooms in all locations.
· Establish standards and requirements for different groups of participants and staff in terms of quality and quantity. Match physical rooms with room codes in the data-bank.
· Liaise with the hotel in Addis, pre-check the quality of the rooms.
· Liaise with Security and the Fire Crew for the fulfillment of needs and standards.
· Liaise with Kuriftu, Avanti Blue Nile and other hotels in Bahir Dar.
· Inspect VIP rooms and ensure they are VIP standard, ensure the necessary changes.
· Ensure all staff and organizers are provided with accommodation in Bahir Dar as needed by booking additional, less expensive hotels.
· Assign rooms according to protocol, security needs and seniority; to be recorded in participants and staff list and approved by CEO.
· Be prepared to accommodate more entourage than planned for.
· Explain the financial policy to delegates and staff to ensure that they are properly informed on what to cover themselves; ensure that hotels and resorts are also aware of this; ensure various practicable payment options are in place.
b) Catering:
· Set out requirements for catering at the conference location and accommodation.
· Liaise with hotels in Addis.
· Liaise with Resorts in Bahir Dar and the Sheraton.
· Liaise with the caterer in Addis.
· Check hygienic and quality standards.
· Full catering at Kuriftu and Blue Nile Resort to be provided by the Sheraton Addis Ababa; Ensure that also pan-African food will be provided. Organise the big gala conference dinner on Saturday evening; Decide whether all other meals are being served too or provided as a buffet.
· Organise full board and coffee breaks with snacks.
· Set up the additional restaurant tent at Kuriftu.
· Provide food to the entourage, media, ushers, etc. in a separate location from the participants.
· Provide food to staff on duty (at the airport, drivers, etc.); Liaise with the caterer in Bahir Dar to provide snacks for people on duty and 24hrs staff snack bar and bar at Kuriftu and the Blue Nile.
c) Transport
· Oversee all arrangements for ground transportation in Addis Ababa as well as in Bahir Dar
· Oversee all arrangement for flight arrangements to Addis Bar and from Addis Ababa to Bahir Dar
d) Usher Handling:
· Instruct and supervise all the ushers prior and during the conference
Place of Assignment
· Addis Ababa, Bahir Dar
Number of contractual days
· Two days per week starting from the 15th of November 2017 and full-time consultancy as of the 1st till the 30th of April 2018.
Qualifications
- BA Degree in Logistics Management or any other related field.
- A minimum of three years and above experience in logistics related work or event management.
- Ability to work independently.
- Ability to work under pressure.
- Needs to be a very good team player.
- Fluency in English both written and spoken is required. Knowledge of other international languages is an advantage.
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