Consultant to Support Planning and Execution of HIV-related Events in Hanoi, HCMC and Dong Nai Provinces

Terms of Reference

Consultant to support planning and execution of HIV-related events in Hanoi, HCMC and Dong Nai provinces

November 2022 – September 2023

1.    Background

PATH is a global organization that works to accelerate health equity by bringing together public institutions, businesses, social enterprises, and investors to solve the world’s most pressing health challenges. With expertise in science, health, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales solutions—including vaccines, drugs, devices, diagnostics, and innovative approaches to strengthening health systems worldwide.

PATH is awarded funding from USAID to implement the USAID/PATH STEPS initiative for five years, from 2021 to 2026. The overall goal of this project is to increase market growth for private sector HIV goods and services that are capable of meeting the needs of populations facing the greatest HIV risks. In order to achieve this goal, STEPS and its partners focus on achieving outcomes linked to the following three objectives: (1) Strengthen total market for HIV commodities and services; (2) Increase operational and financial sustainability of social enterprise/private sector service providers; and (3) Improve enabling environment to support private sector HIV-related goods and services as part of a sustainable national HIV response.

STEPS convenes and supports a number of events with the engagement of high-level US Government and Government of Vietnam representatives. PATH is looking for a qualified event consultant to support the preparation for and execution of these events. Both individuals and companies are eligible to apply.

2.    Objectives of consultancy

Provide expert event planning support to execute high-quality multistakeholder events, meeting strict deadlines and budget demands.

3.    Scope of work

The selected consultant will support the following activities related to preparation, coordination and execution of events:

• Maintain a detailed checklist of all moving pieces in planning for an event which sets deadlines, tracks progress, and ensures appropriate coordination with internal staff.
• Research resources, make site visits, and lead pre-event meetings when necessary to help staff make decisions about event design
• Support the selection of venues, catering services, and vendors (e.g., printing shops, etc.) and serve as the primary liaison throughout the event planning and day-of execution.
• Plan and facilitate logistics for events, including guest lists, venue preparation, presentation materials, security, catering, transportation, equipment, decor, and marketing materials, in coordination with internal staff (e.g., to identify appropriate guest list, develop presentations and other event materials, etc.)
• Oversee participant experiences from conception through post-event, managing on-site preparations, production, and event breakdown, ensuring consistent, high-level delivery throughout all phases
• Maintain and grow a comprehensive database of industry contacts, vendors, and venues
• Troubleshoot and handle any issues that arise on the event day

4.    Required skills and qualifications

• Proven success as an event planner or coordinator
• Strong interpersonal and communication skills in both Vietnamese and English
• Experience in maintaining and building enriching business relationships
• Excellent organizational skills, including multitasking, time management, human resource management, and meticulous attention to detail
• Ability to handle pressure and make rapid strategic decisions
• Flexibility to travel domestically as needed

Time period: 15 November 2022 – 30 September 2023

To apply, please send your latest CV or company portfolio to Zoe Humeau at [email protected] with the subject line “Application: STEPS Event Consultant.”

The closing date for application is October 31, 2022.