Local Event Organisers Team, 23 – 25 June 2019, Bali, Indonesia

Deadline: 2019-05-27

Term of Reference

the 2019/20 ASEAN Science and Technology (S&T) Fellowship

Orientation Workshop and Close-out Event


Bali, Indonesia

Contract period:

23 – 25 June 2019


Report to the Communication Manager of the ASEAN Foundation and Senior Project Officer for the ASEAN Science & Technology Fellowship


The ASEAN Science and Technology Fellowship initiative began in 2014. Since the inaugural year, the fellowship has strived to support and to encourage more young scientists in South East Asia to be exposed to science-based policymaking and to work together with the policymakers. Fellows are placed in their national line ministry that relevant to their research topic to address and carry on research work that becomes the ASEAN Community priorities.

Modeled after the American Association for the Advancement of Science (AAAS) S&T Policy Fellowship Program and piloted by the USAID ASEAN-U.S. Partnership for Good Governance, Equitable and Sustainable Development and Security (PROGRESS) programme, the fellowship has generated 52 alumni from since then.

Under the management of ASEAN Foundation, the fellowship now is on its fifth cycle and will conduct its Orientation Workshop (23 – 25 June 2019) involving 17 of 2019/20 ASEAN S&T Fellows and their supervisors. In addition, consecutively on 26 June 2019, the close-out event will be held involving almost 52 alumni and their supervisors. Thus, both activities require a good help in organizing the event and the participants to ensure smooth implementation. Therefore, the ASEAN Foundation will hire three event personnel who will be in charge of (1) logistical and venue arrangement, and (2) communication and administrative arrangements.

Duties and Responsibilities

Under the direct supervision of the Senior Project Officer for the ASEAN Science & Technology Fellowship, the event organisers are expected to prepare and manage all things related to venue arrangement, logistical and event management, and communication and administrative arrangements. Working closely with the ASEAN Foundation team and the host, the event organisers will identify suitable service providers, as needed, and liaise with these service providers regarding venue arrangement, logistical and event management, and communication and administrative arrangements.

Below are the detail specifications of the duties and responsibilities of each personnel:

  1. Event personnel responsible for logistical and venue arrangement
  • Arrange and ensure all meeting rooms (main room and break-out session rooms) are arranged according to specifications and ready for the meetings as required (as per specified meetings’ schedule). This also includes seating nameplates at the main table for speakers
  • Cross-check possibilities for seating arrangements and all related meeting facilities
  • Ensure service maintenance is promptly available as it would be required for all equipment/services and facilities in and around the meeting rooms
  • Set-up the placement of all banners and backdrops
  • Arrange banquet seating and table set-up
  • Coordinate with the service provider (caterer) to ensure the meal arrangement is well-organised
  • Distribution of meeting documents and information materials to participants
  • Arrange and manage participants’ registration 

  • Note-taker for the Focus Group Discussion conducted on 25 June 2019

  1. Event personnel responsible for communication and administrative arrangements
  • In liaison with the Communications and Programme Officer of the ASEAN Foundation, arrange venue and logistical arrangement for press conference as well as prepare and set-up media corner that will be used for media interviews 

  • Provide stationery for secretariat room 

  • Greet guests and help them find their seats (as an usher) 

  • Ensure all required audio-visual equipment and internet service are available/acquired in all event rooms as required
  • Arrange and manage media registration 

  • Collect and copy all files of videos and images from the photographer and videographer 

  • Post and tweet daily during the three-day events to ASEAN Foundation social media platforms i.e. Instastory, Twitter etc. (minimum 4 posts each day) 

  • Collect the Focus Group Discussion data on 25 June 2019

Duty Station and Duration of Assignments

The duty station is in Nusa Dua, Bali, Indonesia and the period of the assignment will be from 23 – 25 June 2019, with the following division:

  • 22 June 2019:
    • Conduct coordination meetings with the ASEAN Foundation team, under the lead of the Senior Programme Officer for the ASEAN Science & Technology Fellowship 

    • Help prepare pre-event matters that are related to venue arrangement, logistical and event 
management, and communication and administrative arrangement 

  • 23 – 25 June 2019: 

  • Deliver D-Day service related to logistical and venue arrangement 
communication and administrative arrangement 

Required Skills and Experience

  • Senior university students with proven experience in event management
  • Excellent spoken and written English skills
  • Applicant must reside in Bali

Application Process

Interested and suitably qualified candidates should forward their applications to the e-mail address caron.toshiko@aseanfoundation.org please put the subject S&T2019_EO. The application should consist of:

  1. Cover letter 

  2. Curriculum vitae 

  3. Writing sample


The payment of services and goods will be transferred after the deliverable is submitted and agreed by the ASEAN Foundation.

Deadline for Application

Monday, 27 May 2019.

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