Organizational Context
The IFRC is headquartered in Geneva, with regional and country offices throughout the world. The IFRC is led by a Secretary General. The Geneva headquarters provides support to governance mechanisms; sets norms and standards; provides guidance to field offices; ensures consistency, coordination, and accountability for performance; facilitates knowledge sharing; promotes collaboration within and respect for the International Red Cross and Red Crescent Movement; and expands engagement with partners. The headquarters is organized into four main divisions: (i) Global Relations, Humanitarian Diplomacy and Digitalization (GRHDD); (ii) Management Policy, Strategy and Corporate Services (MPSCS); (iii) National Society Development and Operations Coordination (NSDOC), and (iv) Office of the Secretary General (OSG).Belonging to the GRHDD Division, the Information Technology and Digitalization Department (DITD) coordinates and provides all information and communications technology services for the IFRC globally acting as “One IT” for “One Secretariat”. There’s a regional office of the secretariat in Kuala Lumpur, who hosts part of the DITD team who provides support to the 650 headcounts operating in the different offices of Asia Pacific.

Job Purpose
The 11th Asia Pacific Regional Conference in Viet Nam in 2023, building on the achievements of Manila Call for Action, is designed to help National Societies to be ready for the crises on the horizon.

It will achieve this through a series of engaging sessions under two main headings:

• Understanding the crises ahead of us
• Being disaster ready as National Societies and as a Movement

Job Duties and Responsibilities

To maximize the setup, promotion and visibility of this event, IFRC is recruiting a team of audio-visual professionals to do the following:

• Design a communication toolkit including backdrops, banners, and delegate cards with QR codes.
• Ensure proper setup of Audio, video, lighting, and call for participants joining online
  • Day 1 and Day 3 (timing will be specified)
• Consolidate and produce videos to be played in the event
• Take photos and videos of the activities in the event and live stream (three languages: Vietnamese, English and Arabic)
• Record audio and video interviews, edit, and finalize for dissemination on different platforms
  • All copies will be property of the IFRC
• Proactively provide AV support in each part of the agenda lined up in the event
• Identify potential risks and problems, and to develop contingency and backup plans for each scenario
• Coordinate with the hotel management on the AV specifications in place and how to maximize and complement them for full setup, including seamless wireless connection
  • Test and troubleshoot AV equipment and systems before and during your event, and have spare or alternative equipment and resources ready
• Coordinate with VNRC and IFRC from the planning stage to post-event on AV requirements such as but not limited to:
  • Pre-event meetings, site visits, rehearsals, checklists, timelines, contact details, and backup plans
  • Agree on communication channels and tools to use, such as phone, email, chat, radio, or event management apps which covers: documents, photos, schedule/agenda, reminders, logistics, and participation management via QR code, practical information, food and culture/weather
  • Assign a lead AV person who will be the main point of contact and who will oversee the entire AV operation
  • Participate in the post-event evaluation and identify areas of improvement

Education

Whichever is relevant.

Experience

Whichever is relevant.

Knowledge, skills and languages

Languages :Vietnamese, English and Arabic.

Competencies, Values and Comments

Timeline:

• 15-30 November [covers pre and post event activities]

Contact persons:

• VNRC
• IFRC AP Conference Team
  • Pom
  • Afrhill Rances, IFRC Asia Pacific Regional Office, [email protected]
  • Kwan Ho Lam, IFRC Asia Pacific Regional Office, [email protected]

[plus any other details that the admin team may need to add on copyrights, etc]