What are the responsibilities and job description for the Oak Ridge Associated Universities is hiring : Part Time Event Planner in Town of position at Oak Ridge Associated Universities?
Overview
The US International Development Finance Corporation (DFC) is America’s development finance institution (DFI). As the US Government’s only government agency with the dual role of a DFI, DFC partners with the private sector to finance solutions to the most critical challenges facing the developing world today.
Scope : To enhance and further the DFC mission, the agency is looking to contract with a part-time personal services contractor (PSC) to oversee the planning, management, and execution of DFC events. This can range from small internal offsites and trainings to medium gatherings with other government agencies or private sector collaborations from both the US and internationally, to major events over several days involving members of the public and high-ranking dignitaries. Events may be virtual, in-person, or in a hybrid format.
While the majority of events will be hosted in the National Capital Region, event support may be needed in other locations throughout the United States and abroad. Work will be part-time, but hours will vary depending on the number of events DFC requires assistance with during the contract period.
Major Duties and Responsibilities
The following outlines the general tasks the PSC will be responsible for throughout the duration of the contract period. Work may be done independently or in coordination with DFC contracts / contractors already in place to supplement and support the event planning and hosting process. All event planning actions must be made in accordance with Federal Regulations around the hosting of events, appropriations laws around payment of event-related activities, and DFC ordering procedures for financial obligations involving contracts, purchase cards, and non-procurement transactions. Not all tasks will be required for each event but will vary depending on the size and scope of the need. The following outlines possible tasks that may be required throughout the performance of the contract :
- Event Scoping and Research
Work with DFC customers and offices in need of event planning services to draft an overarching scope, vision, agenda, and timeline of the needed event in a clear and standardized format for easy review and feedback by DFC stakeholders.
Work with the DFC customer to complete the necessary DFC event planning forms and budget requests, inclusive of all documentation and compiling the best value market research package for attachment to the event planning form / package.
Oversee the reservation and booking of venues, facilitators, and all other parties that may be involved in ensuring event success.
Arrange and facilitate the publicizing and marketing of the event utilizing appropriate parties and resources within and outside of DFC depending on the size and scope of the event and the attendees. This may range from personal invites to larger social media and digital announcements and advertising on various platforms, all the way to the printing and dissemination of materials prior to and on the date of the event.
Attend and support all day-of event logistics to ensure smooth and successful operations. Examples of day-of tasks include day-of venue setup reviews (making changes as needed), hosting check-in, coordinating support participants such as speakers, facilitators, or caterers, and troubleshooting unforeseen day-of issues.
Assist with post-event wrap-up, including ensuring final invoices and payments for event support staff are received and taken care of in a timely manner.
Deliverables
Performance Standards
Performance will be based on the ability to use market research and an existing network of event venues to provide a robust host of options for DFC events. Upon event approval, the expectation is the PSC will work within the established budget for the event. The only exception is if the DFC customer requests additional considerations beyond the initial approach, updated quotes are obtained for the cost increase, and written approval from the appropriate DFC POC for the increase is achieved.
Performance Duration and Location
Conduct
By law and by the terms of their contracts with DFC, PSCs are subject to the laws, rules, and regulations applicable to non-contract employees, including, without limitation, the Anti-Deficiency Act, the Hatch Act, and the laws and regulations governing the ethical conduct of Federal employees of the United States Government. Additionally, because PSCs are sole proprietors, they are subject to Section 441C of the Federal Election Campaign Act (FECA) which prohibits PSCs from making or soliciting a contribution to any political party, committee, or candidate for public office or to any person for any political purpose or use.
PSC Qualifications
Education : Bachelor's degree in business, marketing, or a related field.
Experience : The PSC shall have a minimum of five (5) years experience in positions that demonstrate an ability to perform the duties and responsibilities of Section 2 of this document, and are aligned with the expectations below :
Other Requirements : The contractor shall be a U.S. Citizen who can obtain and maintain a Public Trust clearance. The contractor may be required to travel to DFC headquarters in Washington, DC for fingerprinting and to receive a PIV card.
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