Event Coordinator - Indonesia Job Listing at Tetra Tech in Jakarta, Jakarta (Job ID 42783)

Description

Tetra Tech is powering a just energy transition for all. We are Leading with Science® to advance the clean energy projects and policies the world needs to achieve climate and decarbonization goals. We help create sustainable utilities and modern power grids. We promote equality and inclusivity in the global energy sector. We work with governments, policy planners, investors, power project developers, and international development agencies to increase energy access, strengthen energy security, and power economies. 

Apply today and join the company that is Leading with Science®.

The United States Agency for International Development (USAID) awarded Tetra Tech the Sustainable Energy for Indonesia's Advancing Resilience (SINAR) project, which launched in January 2021 and runs through January 2026. SINAR seeks to advance Indonesia's development goals by expanding reliable and equitable energy services necessary for sustainable and inclusive economic growth. To achieve its objectives and contribute to Indonesia's Sustainable Development Goals and 2020-2024 National Medium Term Development Plan, SINAR focuses on 1) Accelerating deployment of advanced energy technologies, 2) Improving performance of energy utilities, 3) Applying procurement best practices, and 4) Establishing an institutional framework and capacity for energy sector transformation.

Tetra Tech has an opportunity for an Event Coordinator who will provide administrative and programmatic support to organize USAID SINAR project events.  This responsibility is an integral role to the cross-cutting function of the Strategic Programs Directorate, including for communications and reporting, Government and counterparts Relations, Monitoring, Evaluation and Learning, and gender.  As Event Coordinator you will manage coordination and collaboration with the Strategic Programs team for handling events. You will work alongside the MEL Manager for budgeting, design of event programs for project results, and MEL related purposes, Project Management Coordinator for tracking and update deliverables of events, and Government Liaison Manager for record and report of deliverables, and The Communications and Reporting Manager for branding and marking, maintain visibility and reporting.  You will work with the team of Operations, and in close coordination with the program team members.  You must be willing to work on-site and committed to working nights and weekend workdays, as needed.  Learn more about the SINAR project here. 

Position Responsibilities

Serve as the primary support to event organizing leads. Depending on the scope of assigned events, responsibilities may include but not limited to:

• Scheduling and coordinating planning meetings, coordinate with program team to manage the calendar of events and assigned individuals, keeping them free of scheduling conflicts.
• Co-managing event proposal submission on email inboxes for various objective programs; handling inquires and following-up with appropriate staff and program departments, organize follow-up actions for preparing the agenda and required materials of the meetings, events, appointments and presentations, and troubleshooting issues as needed.
• Develop budget estimate and CRF (Contract Requisition Form) or proposed event, meeting or site visit activities.
• Prepare forecast and evaluate project event cost for all SINAR Objectives.
• Vetting venue and senior leadership availability for meeting and event dates; ability to work with challenging schedules and navigate complex teams
• Maintaining Event checklist or multiple tracking systems and spreadsheets for meeting preparation.
• Coordinate with procurement, operations and program team to provide logistics, travel arrangements and itineraries, venue and hotel accommodation, troubleshoot and resolve potential conflicts.
• Coordinate with program team to develop agenda and other materials, recording minutes and distributing in a timely manner, and organize follow-up actions.
• Developing comfortable relationships with vendors; managing orders, payments and communications
• Assisting with administrative tasks related to event execution, including preparing name tags, registration lists, collateral and print materials.
• Gather and record action items, result and deliverables data, and reporting items in a project database and other data management systems, ensuring thorough documentation of activity, project status, and results.
• Attending and staffing events, including those on nights and weekends. Must be available to set-up/break-down events and readily take on other tasks as needed.
• Submit employee expenses, event related expenses, and vendor invoices to Finance department.
• Produce and review communications and presentations for reporting purposes, interpret related background information and draft responses as needed.
• Assist with assigning the event organizer, other project staff or short-term project staff to provide additional support during peak periods.
• Prepare and regularly update progress reports.
• Contribute to maintaining positive office morale, even in the face of high work volume and challenging periods.
• Participate in professional development opportunities, including taking advantage of shadowing opportunities when appropriate.
• Adhere to the project mission and standard, Tetra Tech company credo and code of conduct.

 Minimum Qualifications

• Graduate degree and have relevant educational background from various disciplines or related fields.
• 5 years' experience in handling events, client service or relationship-building role.
• Strong verbal and written communication skills
• Problem solving skills; ability to find solutions with little oversight
• Organizational, time management and project management skills
• Command of Microsoft programs; ability to perform mail merges, create PowerPoints, create and manage Excel spreadsheets using complex data.
• Competency managing videoconferencing platforms (Zoom and Teams preferred)
• Attention to detail and ability to know when to seek guidance and advice
• Professionalism, maturity and a strong work ethic
• Willing to perform frequent travel

Valued Qualifications

• Indonesian national or current resident of Indonesia
• Familiarity with USAID procedures and practices for quality control, including monitoring.
• Ability to run the data management system for monitoring, evaluation and reporting purposes.
• Knowledge and ability in visual design software and production is a plus point. 

Line management responsibility

• Director of Strategic Programs
• Supervise one sub-ordinate

Physical demands and work environment 

• Office setting
• Domestic travel

Project Opportunity

Energy (International Development)

About Tetra Tech:

 Tetra Tech combines the resources of a global, multibillion-dollar company with local, client-focused delivery in more than 470 locations around the world. Our reputation rests on the technical expertise and dedication of our employees—27,000 associates working together to provide smart, scalable solutions for challenging projects. We are proud to be home to leading technical experts in water, environment, infrastructure, resource management, energy, and international development. 

Explore our open positions at https://www.tetratech.com/careers. Follow us on social media to learn more about our people, culture, and opportunities:

 LinkedIn: @TetraTechCareers

Twitter: @TetraTechJobs

Facebook: @TetraTechCareers

Tetra Tech is proud to be an Equal Opportunity Employer. Diversity, inclusion, and equity are among Tetra Tech's core values. Throughout our history, the company has prioritized equitable inclusion of all people. All qualified candidates will be considered without regard to race, color, religion, national origin, military or veteran status, gender, age, disabilities, sexual orientation, gender identity, pregnancy and pregnancy-related conditions, genetic information and any other characteristics protected by the law. We invite resumes from all interested parties. Please visit our website at www.tetratech.com to see the array of diverse services and exciting projects we are currently working on.

Tetra Tech is a VEVRAA federal contractor and we request priority referral of veterans for available positions.

We thank all applicants for their interest, however, only those candidates selected for interviews will be contacted.

 Please no phone calls or agencies.

• Organization: 154 ESI