Terms of Reference : Events Manager

PAGoDA Project “Tfanen – Tunisie Créative”
Events Manager

Terms of Reference

Project Background

The EU (European Union) €6m “Programme to Support the Strengthening of Tunisia’s Cultural Sector” (PACT – Programme d’Appui a la Culture enTunisie” – ENI/2015/38-415) aims to support the redefinition of the Tunisian cultural policy (Strand 1) and the restructuring of the cultural sector (Strand 2), in the context of Tunisia’s democratic transition.

The first strand is implemented exclusively through a Twinning Contract (€1m) between the Tunisian Ministry of Cultural Affairs (MoCA) and the French Ministry of Culture and Communication to strengthen the institutional capacities of the MoCA to enhance the decentralisation of culture. The Twinning project aims to:

  1. strengthen the institutional capacities of the MoCA to enhance the decentralisation of culture sector governance;
  2. strengthen the regional and local capacities toward decentralised and integrated cultural development
  3. strengthen the capacities of the MoCA in information and communication strategies (internal and external levels) and
  4. strengthen monitoring, evaluation and strategic foresight processes across the MoCA system. The Twinning contract provides short-term consultancy and workshops in Tunisia (experts from: France and Belgium) and includes study visits by MoCA experts to Europe.

The second strand is implemented through a PAGoDA Contract (€4,7m) led by the British Council on behalf of/in partnership with EUNIC, which was branded as ‘TfanenTunisie Creative’. The project specifically aims to stimulate a local collaborative approach in the view of supporting the creation of a social and cultural ecosystem, inclusive for all groups of the society. The project aims to:

  1. Promote cultural diversity and access to culture in Tunisia, targeting in particular vulnerable populations
  2. Support the freedom of expression and creation, increased international exposure and knowledge-sharing.

The Tfanen project is evolving in a changing institutional context to which it must adapt while respecting its initial objectives. Based on the results achieved of its initial implementation phase, the project has entered the stock-taking and planning phase having equipped its teams with the appropriate tools for the continuation of its activities and monitoring of ongoing grants projects.

Tfanen comprises a strong capacity building and social innovation component that requires strategic design and holistic monitoring in coherence with the overall project plan targeting various audiences: ministry staff, decentralised public bodies, cultural professionals and civil society organisations.

Based on Tfanen’s competence strengthening plan (Learning & Sharing plan), the project focuses primarily on skills enhancement and public-private partnership development through a series of participatory learning and sharing Labs from October 2018 to October 2019, with the average frequency of one lab per month. Tfanen is currently planning and preparing for the unfolding of this comprehensive capacity building plan, having already implemented the first pilot event.

Following a contract addendum signed in 2018, Tfanen is also providing support to the Creative Europe Desk in Tunisia. Tunisia is indeed the first country in the MENA region fully benefiting from the Creative Europe programme and a special effort is currently under way to guarantee the participation of Tunisian cultural actors in future calls, implementing info sessions, accompanying measures and training. Creative Europe target groups will also be involved in the Tfanen Learning & Sharing Labs.

The logistics of all those events needs to be carefully taken care of, together with that of other regular communication events.

Purpose of the consultancy

This role has the overall objectives of managing the organisation and logistics of new upcoming events being organised by the Tfanen project within the frame of the Learning & Sharing activities, as foreseen by the current contract extension. The role will also provide logistic support to all other Tfanen-related events (e.g. seminars, press conferences, networking events, etc…), ensuring outstanding delivery to the satisfaction of our stakeholders and client while making sure that we comply with all rules and procedures and contractual commitments. This will include as well events that will be implemented in close cooperation with the Creative Europe programme.

Administrative tasks responsibilities related to the logistic of events will include responsibility for managing procurement, vendor and PR creation, PO release, archiving, etc. in close coordination with Tfanen administrative, project management and finance management teams, as well as with the Creative Europe Desk support experts.

The Events and Office Manager works as part of the wider Tfanen team and may be required to work occasionally in or with other areas as the project evolves and develops.

Key Responsibilities

Events and logistics Responsibilities:

Plan and manage Tfanen (and relevant Creative Europe Desk events) from the logistical preparation to the execution of the event according to requirements, target audience and objectives within budget and time constraints, and in compliance with the British Council procedures:

  • Supervise list of participants, prepare, send invitations and verify confirmations with invitees prior to the event
  • Coordinate with facilitators, trainers and service providers under the direction and supervision of the Grants and Capacity Building Manager (training sessions, workshops) and/or the Communication Manager (conferences), in a close collaboration with the Project Manager
  • Arrange, handle and ensure needed procurements for meeting packages, venue booking, and other supporting materials and stationeries, etc.
  • Ensure the event is completed smoothly and be ready to step up to resolve any problems that might possibly occur;
  • Lead on all the logistic tasks before and during the events, including but not limited to the following:
    • Participants registration
    • Venue and meeting package preparation including meals, lunches and transfers
    • Event materials
    • Ensure the needed records are made (according to the kind of event)
    • Reporting
    • In particular, the support to the Creative Europe Desk will include the organisation and logistic management of approximately 1 event per month (e.g. workshops, trainings, info days) that will only be partly organised jointly with Tfanen events. Additionally, logistics for several travel missions to Europe for the Creative Europe Desk support experts should be organised and taken care of.

The above-mentioned tasks will all be carried out in close cooperation with the Tfanen Grants and Capacity Building Manager, the Learning & Sharing Adviser, the Tfanen team and the Creative Europe Desk support experts, who should all be kept regularly updated and informed (even on a daily basis if relevant) on issues and challenges faced for further solution/decision.
Additionally, the consultant may be asked to perform any other tasks related to event activities in support to the Tfanen team, as required.

Administrative responsibilities

  • Ensure that the logistics procurements are made on time, in compliance with the British Council procedures
  • Be responsible for the creation of purchase requisition for the logistics and events vendors in collaboration with the Finance Manager and Administrative Officer
  • Supervise and coordinate the release of the POs created by the Administrative Officer and/or other support staff to double check the process
  • Ensure the archiving of all the documents related to the logistics and events (paper and digital)
  • Organise external and internal meetings and send the invitations to partners and make sure refreshments/catering and other needed materials are ordered and available
  •  Ensure adequate support is provided to the staff members on procurement needs and make sure the procedures are compliant with the British Council policies

Key Working Relationships 

  • Tfanen Team leader, Grant and Capacity Building Manager / Learning and Sharing Adviser, M&E team, Communication and Finance Managers
  • Creative Europe Desk Networking and Capacity Building Manager
  • Tfanen and Creative Europe grantees
  • Tunisian public authorities, at national and local levels, expected to participate in Labs
  • Tfanen Project Board Members (British Council, Institut Français, Wallonie Brussels International, Goethe Institut) and other members of the EUNIC Cluster Tunisia
  • EU Delegation in Tunisia

Timeline

  • Tfanen Team leader, Grant and Capacity Building Manager / Learning and Sharing Adviser, M&E team, Communication and Finance Managers
  • Creative Europe Desk Networking and Capacity Building Manager
  • Tfanen and Creative Europe grantees
  • Tunisian public authorities, at national and local levels, expected to participate in Labs
  • Tfanen Project Board Members (British Council, Institut Français, Wallonie Brussels International, Goethe Institut) and other members of the EUNIC Cluster Tunisia
  • EU Delegation in Tunisia

Outputs

  • Brief monthly reports

Management

The consultant will be line managed by Matteo Malvani, Tfanen Team Leader, and tasks agreed in close coordination with Nessim Ghroum, Grant and Learning & Sharing Manager, Mariem Siala, Communication Manager and Khouloud Soula, Creative Europe Networking and Capacity Building Manager. The contractual and administrative aspects of the advisor’s mission will be coordinated by Nadia Naccache, Tfanen Project Manager at the British Council Tunisia.

Technical competencies

  • A Bachelor’s degree in a relevant subject
  • A Master degree will be considered as an asset
  • Knowledge of relevant techniques and proven experience in event management and logistics
  • Proven expertise at planning budgets, negotiating and communicating with the vendors
  • Outstanding communication, networking and negotiation skills
  • Excellent organisational ability and a knack for problem-solving
  • The ability to understand the context of the event and the type of guests supposed to attend a particular event
  • A goal oriented attitude, striving to complete the assigned project/task on time also under tight deadlines
  • A team player profile with leadership skills, possessing the ability to create motivation amongst other team members
  • Good listening and interpretation skills to transform thoughts into reality
  • Ability to handle stress, field work and extra hours work if necessary
  • Strong commitment to the British Council mission and values
  • Knowledge of and previous experience with the British Council administrative procedures will be considered as a strong advantage
  • Experience in working with international environments and with EU-funded projects is a strong advantage
  • Knowledge of the Tunisian cultural/creative sector and experience in civil society is an advantage
  • A relevant track record in working in Tunisia
  • Willingness to travel within Tunisia for fieldwork
  • Basic IT skills and familiarity with Microsoft Office
  • French, English and Arabic at proficiency levels

To apply

Please send your completed application (CV + Cover letter) to info.tfanen@tn.britishcouncil.org before December 16th at midnight stating “Events Manager” in the subject heading.

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