Communications Assistant (events Management)_ssa 5

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives and building a pathway to peace and prosperity. WFP operates in diverse and challenging environments, providing food assistance and addressing the root causes of hunger and conflict. The organization values integrity, collaboration, commitment, humanity, and inclusion, fostering a skilled and high-performing workforce.

Job Purpose

The Communications Assistant (Events Management) will provide crucial operational, administrative, and logistical support for a high-level School Meals Coalition meeting hosted by WFP in Kigali, Rwanda. This role is essential for the successful planning, coordination, and execution of the event, which aims to advance global commitments on school meals. The assistant will liaise with government officials, development partners, and UN agencies, manage communications, coordinate logistical arrangements including venue and participant support, and ensure the timely preparation of all necessary meeting materials. This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively to ensure a smooth and high-quality delivery of this strategically important meeting.

Responsibilities

The Communications Assistant (Events Management) will play a crucial role in supporting the World Food Programme (WFP) and the Global School Meals Coalition in hosting a high-level meeting in Kigali, Rwanda, in October 2026. This position requires comprehensive support throughout the entire event cycle, from planning and coordination to execution and post-event activities. Key responsibilities include preparing essential documentation, correspondence, and briefing notes, and following up on recommendations from task force members, government ministries, and development partners. The assistant will also be responsible for disseminating official communications, invitations, and agendas, and maintaining an updated contact database for all stakeholders. Logistical support is a significant component, involving assisting participants with accommodation and transport, coordinating venue arrangements, seating plans, and interpretation services, and ensuring the timely delivery of all meeting requirements by liaising with internal teams and external service providers. Furthermore, the role involves drafting and preparing meeting materials, such as participant lists and name tags, and providing on-site support during the event to ensure smooth operations and address any immediate issues. General administrative and coordination support for the WFP Rwanda Office and the School Meals Secretariat is also expected.

Work Experience

The role requires 5 years of experience in event planning and coordination, logistics, operations support, partner coordination, hospitality, conference, and/or protocol. A Bachelor's degree in a relevant field such as Public Administration, Communications, or Event Management is also necessary.

Skills

Event Planning, Coordination, Logistics Management, Communication, Stakeholder Engagement, Administrative Support, Report Preparation, Database Management, On-site Event Support, Problem-Solving

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