Organizer Assistant for Disability Inclusive Education Conference

Taawon (Welfare Association) is an independent non-profit organisation established in 1983. Taawon strives to make a distinguished contribution toward furthering the progress of the Palestinians, preserving their heritage and identity, supporting their living culture, and building civil society in the different working areas it serves: the West Bank (including Jerusalem), the Gaza Strip, the 1948 Areas, and the Palestinian communities in Lebanon.

Taawon works closely with local, grassroots organisations to address the specific needs of the Palestinian refugees living in difficult circumstances throughout the country. We support the implementation of a range of initiatives under three specific programs: Education, Community Development (including health and relief), and Culture.  We work in close partnership with more than 40 local partners and touch the lives of more than 100,000 Palestinian refugees annually.

Overview

The "Improved Quality Services and Enhanced Inclusion Opportunities for Palestinian People and Children with Disabilities" project, funded by UNDP and implemented by Taawon in partnership with the Palestinian Disability Forum (PDF), aims to address pressing challenges faced by Persons with Disabilities (PwDs) in Lebanon, particularly among Palestinian refugees. These challenges include discrimination, limited access to services, and educational barriers, exacerbated by a shortage of specialized professionals and resources. The project builds upon existing initiatives to enhance service quality and inclusion opportunities for Palestinian PwDs and Children with Disabilities (CwDs) in Lebanon.

An integral component of this endeavor is the organization of a two-day hybrid national conference in collaboration with the PDF, bringing together stakeholders from the disability sector in Lebanon and beyond. Themed "Bridging Differences, Fostering Inclusion: Enhancing Inclusive Education for Palestinian Children with Disabilities in Lebanon," the conference aims to unify perspectives and strategies towards inclusive education. It provides a crucial platform for professionals and practitioners to exchange experiences, discuss innovative approaches, and advocate for inclusive policies that uphold the educational rights of individuals with disabilities. By promoting a paradigm shift towards inclusive education, the conference seeks to create supportive learning environments where every child, irrespective of their abilities, can thrive and achieve their full potential.

In summary, this initiative not only seeks to improve service delivery and inclusion but also aims to foster a collaborative approach among stakeholders to address the complex challenges faced by Palestinian PwDs and CwDs in Lebanon, particularly in the realm of education.

Objective:

Under this project, Taawon Welfare in Beirut seeks a highly qualified Organizer Assistant to support the Disability Program Advisor and the Taawon team in organizing the 2-Day Conference on Disability Inclusive Education. The conference aims to bring together educators, policymakers, advocates, researchers, and stakeholders with the collective purpose of addressing challenges and leveraging opportunities in fostering inclusive education for Children with Disabilities (CwDs) in Lebanon, including Palestinian refugees. Recognizing the multifaceted obstacles faced by CwDs in Lebanon, the conference is designed to cultivate collaboration, exchange best practices, and develop actionable strategies aimed at establishing inclusive learning environments for all children. Additionally, the conference aims to raise awareness about the importance of inclusive education in promoting social inclusion and equity.

About the Consultant:

The Organizer Assistant will play a crucial role in supporting the Disability Program Advisor and the Taawon team in the successful planning and execution of the conference. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. The primary objective of the Organizer Assistant is to provide administrative and logistical support to ensure the smooth operation of the conference.

Scope of work:

This consultancy offers an opportunity for a skilled professional to contribute significantly to the success of a critical event focused on advancing inclusive education opportunities for Children with Disabilities in Lebanon, particularly Palestinian refugees, under the guidance of the Disability Program Advisor and the dedicated team at Taawon Welfare. The Organizer Assistant will undertake the following tasks:

1. Data Management and Coordination:

• Organize and maintain a comprehensive database of attendees, speakers, and invited organizations.
• Ensure all contact information is accurate and up-to-date.
• Coordinate with ministries, UN agencies, NGOs, and universities regarding invitations and RSVPs.

2. Speaker and Presenter Coordination:

• Assist speakers in preparing their presentations and materials.
• Follow up with speakers to collect presentations and ensure timely submission.
• Coordinate with speakers on biographies and session facilitators.

3. Logistics and Operations Management:

• Coordinate all logistical preparations for the conference, including venue arrangements, stationary supplies, printing materials, translation services, and sign language interpretation.
• Arrange travel and accommodations for speakers and participants as required.

4. Communication and Correspondence:

• Prepare and send out invitations to participants and stakeholders.
• Manage email correspondence, promptly responding to inquiries and coordinating follow-ups.
• Conduct phone calls to follow up with speakers and invited participants.

5. Media and Publicity Collaboration:

• Collaborate closely with Taawon's media department to plan and execute pre-conference and post-conference publicity.
• Ensure photos, videos, and social media posts are prepared and shared effectively to maximize visibility and engagement.

6. On-site Support and Implementation:

• Provide on-site support during the conference to manage logistics, sessions, and participant needs.
• Coordinate with venue staff and technical support to ensure smooth operations during the event.

7. Documentation and Reporting:

• Document all conference proceedings comprehensively, including session outcomes and key discussions.
• Draft a detailed report summarizing the conference outcomes in both English and Arabic.
• Prepare attendance sheets and compile all necessary conference materials for distribution.

8. Post-Conference Follow-up:

• Send thank-you emails to participants, speakers, and sponsors after the conference concludes.
• Follow up on any outstanding tasks or post-conference requirements

Deliverables

Pre-Conference Preparation:

1. Comprehensive database of attendees, speakers, and invited organizations with accurate contact information.
2. Organized and prepared speakers' presentations and materials for distribution during the conference.
3. Detailed logistics plan encompassing venue arrangements, stationary supplies, printing materials, translation services, and sign language interpretation.
4. Attendance sheets and compiled conference materials ready for distribution to participants.
5. Effective marketing and promotional materials produced in collaboration with Taawon's media department.

During and Post-Conference:

5. On-site support documentation including schedules, contact lists, and session logistics to facilitate smooth event operations.

 6. Comprehensive report summarizing conference proceedings, session outcomes, and key discussions in both English and Arabic.

8. Post-conference documentation collected and organized, including feedback forms, evaluations, and any required follow-up actions.

Qualifications

1. Bachelor’s degree in business administration, hospitality, or a related field, providing a solid foundation in organizational management and event coordination.
2. 4-5 years of proven experience in event and conference planning, demonstrating expertise in logistical coordination and administrative roles within diverse organizational settings.
3. Excellent organizational abilities with a proven track record of managing multiple tasks efficiently and prioritizing effectively in fast-paced environments.
4. Strong communication skills, both verbal and written, with the ability to engage effectively with diverse stakeholders including speakers, sponsors, and participants.
5. Excellent command of both Arabic and English languages, enabling clear and effective communication with stakeholders in both spoken and written forms.
6. Proficiency in office software such as MS Office (Word, Excel, PowerPoint) and Google Suite, coupled with experience using event management tools to streamline processes and enhance productivity.
7. Proven ability to work efficiently under pressure, meet tight deadlines, and maintain a high level of accuracy and attention to detail during critical event planning and execution phases.

Timeline

The expected time frame for conducting this assignment is estimated between 5 to 6 months after signature of contract.  A detailed timeline for each phase of the consultancy will be mutually agreed upon between Taaawon and the selected consultant.

Submission Guidelines:

Interested candidates are invited to submit their CVs on [email protected] detailing their qualifications and relevant experiences, along with a cover letter summarizing their qualifications and interest in this opportunity.

Upon selection, Taawon will reach out to the chosen candidate, and a contract will be offered and signed based on the agreed terms.