Annual Meeting Program Development Consultant

Application close date

12/16/2024

1. Project Background

The Annual Meeting of the Board of Governors is the flagship event of the Asian Infrastructure Investment Bank (AIIB). It offers a unique occasion to showcase AIIB’s accomplishments and seek invaluable insights and guidance from shareholders on AIIB’s strategic direction and initiatives. Moreover, it serves as a dynamic hub for dialogues among delegates from AIIB Members, alongside partners, business leaders, civil society organizations and experts from a range of fields from all around the world. AIIB works with a voluntary Host Country from its Members annually to deliver the Annual Meeting. The 2025 AIIB Annual Meeting is scheduled for June 25-26, 2025 in Beijing, China.

2. Objectives of the Assignment

As the leading organizer of the Annual Meeting, the Bank’s Corporate Secretariat is looking for experienced professionals to support the planning, programming and implementation of Annual Meeting and ancillary programs and events.

3. Scope of Services

• Lead or support in the following areas of event programming:
o Design and develop a general plan for public seminars on various topics in line with the Annual Meeting’s main theme;
o Provide guidance and support on the theme, content, format and speakers for public seminars;
o Research, recommend and invite relevant speakers and moderators to ensure high-quality content and delivery;
o Develop public seminar program and schedule based on multiple proposals;
o Match program schedule with venue logistics;
o Coordinate with communication team and support Annual Meeting promotion campaigns;
o Maintain regular communication with seminar focal persons for information sharing, guidance and implementation of each session;
o Coordinate with Host Country on ancillary business exhibition;
o Coordinate side events scheduling and logistics;
o Evaluate the feedback and outcomes of the seminars and provide recommendations for improvement

• Participate in the Annual Meeting and supervise onsite implementation of all designated areas
• Maintain accurate event data and record and contribute to a comprehensive post-event report, and amendment to the Annual Meeting Handbook
• Multitask as required.

4. Consultancy Output / Deliverables

• Prepare comprehensive action plans, timelines and contingency planning for designated scope of service
• Participate in all relevant coordination meetings between AIIB and host government, update progress and share comments and suggestions for next steps
• Contribute to relevant Annual Meeting documents
• Conduct onsite meetings and visits as required before and during the Annual Meeting
• Meet the deadlines with quality deliverables
• Provide innovative ideas to add value to team professionalism
• Share knowledge, experience and skills with junior staff and outsourced assistants when applicable

5. Implementation Arrangement

The Consultant is expected to work onsite in the bank’s HQ in Beijing, China.

The Consultant will be working with the Annual Meeting team of the Corporate Secretariat, which is composed of AIIB staff, individual consultants, assistants, and college volunteers. The team is led by a Senior Events Management Officer and supervised by the Manager of Shareholder Relations.

6. Support to the Consultant by the Bank

The Corporate Secretariat will make all documents and data available to the Consultant to carry out the Assignment. Facilitation will also be provided for the Consultant to work with other governmental or nongovernmental or international agencies required by the TOR.

During onsite work period, a dedicated office area, workstation, fixed-line telephone as well as other administrative and IT service support will be provided.

The Bank will cover the cost related to mission travels if applicable in line with relevant Bank policies.

7. Knowledge Transfer and Training

The consultant must keep and transfer all Annual Meeting-related data and record to AIIB upon completion of the assignment.

Qualification Requirement

• A Master’s degree in relevant areas from a reputable University.
• Excellent English speaking and writing capabilities, and effective communication skills.
• Good analytical skills and sufficient understanding on international development, diplomacy, and infrastructure investment.
• At least 5 years of relevant professional experience in events management and public communications with proven record.
• Professional experience with international organizations or multinational Corporations is preferred.