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 The Forum Coordinator will provide overall coordination and logistical support for the preparation, organization, and delivery of the Gender Forum, in close consultation with the Gender Forum team, and will be responsible for/contribute to:

(i) Liaising/coordinating with service providers, panel session organizers, resource persons, 
participants, ADB internal departments, and colleagues involved in the event.  
(ii) Coordinating sourcing, negotiating with, and finalizing agreements with various service providers  required for the event.  
(iii) Providing support and technical management, along with the core Gender Forum team, to facilitate  smooth and seamless delivery of the Gender Forum. 
(iv) Ensuring completion of post-Gender Forum technical wrap-up and reporting, as assigned. 

 The Forum Coordinator will work under the guidance of Director, Gender Equality Division, CCGE and in close coordination with the core Gender Forum on the specific tasks outlined below:   
 
A. Pre-event  
(i) Support the development of the Gender Forum work plan and timeline.  
(ii) Support planning for the Gender Forum, including registration (online/onsite), presentation 
preparations, speaker rehearsals, participant briefing, and liaison. 
(iii) Manage and liaise with service providers to ensure high-quality delivery of contracted obligations and address deficiencies in real-time to ensure a high-quality event. 
(iv) Schedule meetings of the session leads and required support team, for program build, event milestones updates, and deadlines.  
(v) Collect session speaker's bios and photos.  
(vi) Collect the final presentation materials from relevant session presenters.
(vii) Collect and collate talking points, animations, videos, and other production files; and coordinate with core Gender Focal team leads to ensure smooth sessions.  
(viii) Liaise with EventsAir focal and contribute to the content of the Gender Forum event website. 
(ix) Coordinate internal and external correspondence related to participants/resource persons, including invitations, run-of-shows, session scripts, user guides, and joining instructions. 
(x) Support CCGE Communications Team, including coordination with the ADB Events Management Unit and 
Department of Communications and Knowledge Management for collaterals and digital signage requirements. 


B.  During the Event   
(i) Coordinate execution of hybrid production, particularly sessions and event features, and manage technical support staff. 
(ii) Prepare end-of-day email summaries, in coordination with CCGE communication team.  
(iii) As required, troubleshoot with session focal points, service providers, and participants. 
(iv) Coordinate post-event evaluation. 
(v) Develop and implement Gender Forum evaluation metrics.
 
C. Post-event 
(i) Extract, collate, and draft interpretation of feedback from post-event evaluation. 
(ii) Update the event website in coordination with the Core Gender Forum team and CCGE Communications team.  
(iii) Coordinate with the Events Management Unit for the extraction of event recordings. 
  

Minimum Qualification Requirements
(i) At least 7 years' experience in event coordination, including large events (200+ participants) in person and hybrid.
(ii) Strong skills in project management, planning, coordinating, and arranging workshops, seminars, and conferences, including virtual events are required. 
(iii) Well-versed in the technical aspects of managing hybrid events and providing guidance and possible solutions to technical issues.