International Labour Organization Tender

Terms Of Reference (tor) - Support To Plan, Organize And Manage The Young Futuremakers Malaysia Project Event “to The Future & Beyond: Capstone & Youth Employment Knowledge Exchange Session” In April. & Objective:  The Objective Of The Assignment Is To Plan, Organize And Manage The Project’s Event Entitled “ To The Future & Beyond: Capstone & Youth Employment Knowledge Exchange Session” For The Project To Present Its Final Results And Findings On Each Activity Conducted From July 2022 Until April 2024 To The Donor, Ilo Tripartite Constituents, Key Stakeholders And Target Beneficiaries As Well As Exchange Knowledge With Key Stakeholders In Youth Employment Matters In Malaysia. It Is A Half-day Event And Is Expected To Take Place In The Third Week Of April With 100 Participants Expected To Attend The Event. The Roles And Responsibilities Of The Contractor Shall Include And Not Be Limited To, The Following Tasks: 1. Workplan And Reporting The Contractor Creates A Detailed Work Plan To Organise The Event In Consultation With The Project Team. Prepare The Post-event Report Summarizing The Entire Event And It Must Include Relevant Photos And One Video Of The Event. 2. Organize And Manage The Event 2.1       Communications And Event Materials: Design, Develop And Disseminate The Following Event Communication Materials: Invitation Card (digital); 1 General Backdrop And 1 Specific Backdrop For The Knowledge Exchange Session; Doorgifts For 100 Participants; And Other Event Communication Materials Upon Consultation With The Project Team. Develop And Publish A 2-minute Video On The Overall Project’s Achievements With English And Malay Subtitles. Details And Materials (photos, Previous Videos Identify And Engage A Professional Photographer And Videographer For The Event. Identify And Arrange Required Audio, Video And Other Necessary Equipment For The Event. Publish And Disseminate The Event To The Local Or Regional News Agencies In Close Consultation With The Project Team And Ilo Regional Communications Team; 2.2       Logistics And Administration: Assist The Project Team In Refining The Concept Note, Agenda, Invitation And Other Related Event-preparatory Materials. Assist The Project Team In Identifying A Moderator And 3 Panellists For The Knowledge Exchange Session. Assist The Project Team In Curating And Developing The Contents Of The Knowledge Exchange Session. Send Invitations To Donor, Ilo Tripartite Constituents And Key Stakeholders, Follow Up With Invitees And Compile The List Of Participants. Identify At Least Three Event Venues In Close Consultation With The Project Team. Provide An Emcee Who Will, Among Others, Manage The Flow Of The Entire Event, Provide Background Information On The Event To The Audience, Engage The Audience And Facilitate Transitions Of Programs In The Event. Suggest And Implement Any Additional Relevant Activities Related To The Event In Close Consultation With The Project Team. Identify Any Other Logistics Requirements For The Event Organization As Outlined In Annex 1. 3. Overall Implementation The Contractor Will Schedule Weekly Calls With The Project Team To Provide Updates On The Assignment And Discuss Any Pending Matters. The Contractor Will Carry Out Any Other Tasks As Requested By The Ilo Throughout The Contract To Complete The Assignment. Timeline And Outputs:  The Assignment Commences From 15 March 2024 Until 30 April 2024 (approximately 7 Weeks) And Deliverables Should Be Aligned With The Timeline Of The Overall Project. Output 1. To Confirm The Detailed Work Plan To Plan And Organise The Event In Consultation With The Project Team By 25 March 2024. Output 2. To Organise The Event No Later Than 23 April 2024. Output 3. To Send The Post-event Report By 30 April 2024. Deviations From These Deliverables Can Occur According To The Evolution Of The Assignment; However, Any Changes Observed Or Anticipated Should Be Consulted With The Ilo. Bidder’s Conference:  The Project Will Organize A Bidder’s Conference Session That Will Allow The Project To Clarify Any Questions That Potential Bidders May Have Before Submitting Their Proposals. The Details Of The Conference Are As Follows:       Date: 21 February 2024 (wednesday)       Time: 10.00 Am- 11.00 Am Venue: Level 12, Wisma E&c, Jalan Dungun, Damansara Heights, Kuala Lumpur (5 Minutes Away From Mrt Semantan Station) Mode: Face-to-face Qualifications:  The Contractor Is Expected To Fulfil The Following Criteria: At Least Three (3) Years Of Experience Planning, Organizing And Managing Events Experience In Planning, Organizing And Managing Events For International Organizations Is Highly Desirable. Strong Communication And Organisational Skills. Ability To Work And Communicate With Multiple Stakeholders From Diverse Backgrounds Ability To Work And Communicate In English And Bahasa Malaysia. Interested Bidders Are Requested To Submit The Proposals Via Email To Ilokloffice@ilo.org In Accordance With The Following Guidelines: The Technical Proposal And Financial Proposal Shall Be Sent Separately Email Subject For Technical Proposal- The Email’s Subject Shall Be Indicated As Follows: Iloyfm-tp-fb Email Subject For Financial Proposal- The Email’s Subject Shall Be Indicated As Follows: Iloyfm-fp-fb The Administrator Shall Receive Both Proposals Through The Abovementioned Email Before 5:00 P.m. On 29 February 2024. Only Short-listed Candidates Will Be Contacted. Please Refer To The Attachment For More Information On The Tor.