Planning Officer IV (Contract of Service)

Date Posted: 

Friday, January 6, 2017

Deadline: 

Friday, January 13, 2017

No(s). of personnels needed: 

One(1)

Division/Section/Unit: 

Executive Director's Office

Job Summary: 

Specifically, the Contractor will do the following:

  1. Serve as the primary focal point for the pre-, actual, and post-summit management, evaluation, and reporting
  2. Ensure smooth logistical preparation and execution of the event
  3. Coordinate with the Office of the President, Office of the Vice President, Office of the Cabinet Secretary, and National Anti-Poverty Commission regarding partnership for the conduct of the summit
  4. Prepare partnership agreement (MOA or MOU) with partner agency/ies
  5. Coordinate, call, and assist in the conduct of preparatory and post-event meetings and keep notes of meetings
  6. Liaise with VIPs regarding their participation, protocols, logistical, and security requirements for the summit
  7. Coordinate and prepare list of participants and subsequently prepare, send, and confirm invitations and letters of gratitude to VIPs, resource persons, and participants, in coordination with the PCW AFD-Records
  8. Arrange and coordinate with AFD-Supply the needed procurements of venue, food catering, accommodation, entertainment performances, and other supporting materials
  9. Prepare Terms of References for suppliers/consultants/contractors and coordinate biddings and consultancy requirements (audio-visual requirements, accommodations, supplies, food catering services, tokens, entertainment performers, etc.) with PCW BAC/AFD-Supply
  10. Coordinate with the PCW-AFD regarding financial requirements and processing of payments for goods, supplies, and services
  11. Provide progress/status reports regarding summit preparations to direct supervisor
  12. Plan venue arrangements like room layouts, guest seating plans, and décor
  13. Liaise with designer and supplier for the banners, summit kits, name cards, seating cards, tokens, souvenirs, etc.
  14. Coordinate, prepare, and produce materials/presentations that will be used for the summit
  15. Prepare the Guide for facilitators, moderators, speakers, and documentors
  16. Coordinate transportation and materials reproduction with PCW-GSS
  17. Coordinate with the IRMD regarding media engagements and event promotion in PCW website and social media
  18. Conduct site/ocular inspection of venue and accommodation and food-tasting
  19. Provide timely and targeted information to participants, speakers, moderators, documentors, and PCW Secretariat
  20. Facilitate the ingress and egress at the event venue
  21. Coordinate with anchor PCW divisions regarding their assigned plenary and parallel sessions
  22. Prepare a post-summit report detailing summit outcomes/outputs, finances and successes and challenges in the conduct of the summit
  23. Send a summit evaluation form to participants and summarize results of the evaluation
  24. Carry out related tasks for the summit

Qualifications: 

1. Bachelor’s Degree in Social Science, Communication, Business Administration, or related degree
2. Minimum 3 years of solid relevant experience in financial management, budget reporting, planning and coordinating, logistics, promotion and evaluation in event coordination and management
3. Experience in writing post-activity reports detailing summit outcomes/outputs, registrations, final invoices, and successes and challenges in the conduct of the activity
4. Previous experience in organizing large-scale events and coordinating with numerous suppliers and stakeholders (government agencies, LGUs, NGOs, private sector, academe, development partners, etc.)
5. Strong skills in writing communications content, specifically invitation letters, terms of references, MOUs/MOAs, guides, and reports
6. Excellent managerial/organizational and time management skills
7. Solution-oriented and optimistic attitude
8. Demonstrated ability to work well independently and within a team
9. Excellent interpersonal skills with high professionalism
10. Strong commitment to deliver excellent results on time
11. Flexibility towards long work hours
12. Ability to work on own initiative, follow through, and prioritize diverse tasks
13. Good working knowledge of Microsoft office programs
14. Fluency in Filipino and English languages

Salary: 

The PCW will pay a daily service fee of TWO THOUSAND FOUR HUNDRED FIFTY-NINE PESOS AND SEVENTY PESOS (Php 2,459.70), subject to applicable mandatory withholding tax. The Contractor will be engaged from January to April 2017.

Employment Status: 

Service Contract

Contract Duration: 

4months

Attachment: