ORAU is hiring: Part Time Event Planner in Washington

Overview

The US International Development Finance Corporation (DFC) is America’s development finance institution (DFI). As the US Government’s only government agency with the dual role of a DFI, DFC partners with the private sector to finance solutions to the most critical challenges facing the developing world today.

Scope: To enhance and further the DFC mission, the agency is looking to contract with a part-time personal services contractor (PSC) to oversee the planning, management, and execution of DFC events. This can range from small internal offsites and trainings to medium gatherings with other government agencies or private sector collaborations from both the US and internationally, to major events over several days involving members of the public and high-ranking dignitaries. Events may be virtual, in-person, or in a hybrid format.

While the majority of events will be hosted in the National Capital Region, event support may be needed in other locations throughout the United States and abroad. Work will be part-time, but hours will vary depending on the number of events DFC requires assistance on through the period of performance of the contract.

Major Duties and Responsibilities:

1. Event Scoping and Research: Work with DFC customers and offices in need of event planning services to draft out an overarching scope, vision, agenda, and timeline of the needed event in a clear and standardized format for easy review and feedback by DFC stakeholders. Conduct market research based on the established event scope, contacting at least three (3) different options in venue/training depending on the nature of the request, compiling findings on options and price into an easy-to-read package for DFC customer review.
2. Event Approvals: Work with the DFC customer to complete the necessary DFC event planning forms and budget requests, inclusive of all documentation and compiling the best value market research package for attachment to the event planning form/package. Work with DFC event review stakeholders through the approval process, providing answers to any questions about the event and additional information when needed.
3. Bookings and Logistics: Oversee the reservation and booking of venues, facilitators, and all other parties involved in ensuring event success. Liaise between the DFC customer and event support parties such as the venue, facilitators, etc., ensuring correct set up and logistics for the event.
4. Publicizing, Marketing, and Coordinating Attendance: Arrange and facilitate the publicizing and marketing of the event utilizing appropriate parties and resources within and outside of DFC. Facilitate and operate reservation portals to coordinate RSVPs and disseminate pertinent information to attendees prior to the event.
5. Day of Tasks: Attend and support all day-of event logistics to ensure smooth and successful operations, including hosting check-in and coordinating support participants.
6. Post Event Coordination and Follow Ups: Assist with post-event wrap up, ensuring final invoices and payments for event support staff are received and taken care of in a timely manner.

Deliverables:

1. Monthly Report – This report should outline all events in progress for DFC, the stage and status of the event, and any risks to event success foreseen.
2. Deliverables related to the event – Depending on the size and scope of the event, the PSC may be required to produce work products related to their event planning responsibilities.

Performance Standards: Performance will be based on the ability to use market research and an existing network of event venues to provide a robust host of options for DFC events.

Performance Duration and Location:

The period of performance for this award will be a twelve (12) month base and two (2) option years. Events will take place primarily in the National Capital Region (NCR). The PSC must be located within this area.

Conduct: By law and by the terms of their contracts with DFC, PSCs are subject to the laws, rules, and regulations applicable to non-contract employees.

PSC Qualifications:

Education: Bachelor's degree in business, marketing, or a related field.

Experience: The PSC shall have a minimum of five (5) years experience in positions that demonstrate an ability to perform the duties and responsibilities outlined. Other requirements include:

• A minimum of two years experience as an event coordinator with increasingly complex event scenarios.
• Experience working with and planning events for the federal government.
• Understanding of federal rules around event hosting.
• Strengths in problem-solving, organizational skills, and time management.
• History of building strong relationships with local vendors.
• Successful track record of working within a client's budget.
• Strong ability to navigate technology for client interactions and communication.
• Ability to remain calm in high-pressure environments.

Other Requirements: The contractor shall be a U.S. Citizen who can obtain and maintain a Public Trust clearance.

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