Events Specialist Consultant

Events Specialist Consultant – Aus4ASEAN Futures - TSSP

The Aus4ASEAN Futures TSSP is seeking to recruit a dedicated Events Specialist Consultant to lead on the planning, management, organization and delivery of high-quality Aus4ASEAN Futures-funded events during the Malaysia chair year (2025).

Contribute to a world where people, communities and the planet thrive.

Tetra Tech International Development is a leading development consulting firm working with government, businesses, and NGOs to solve complex development challenges in the Indo-Pacific region. For more information, please visit our website .

The opportunity

• Based in Kuala Lumpur, Malaysia

The Aus4ASEAN Futures Initiative is a 10-year, AUD204 million investment by the Australian Government, progressing the Comprehensive Strategic Partnership (CSP) between ASEAN and Australia established in October 2021. It is a vital program in strengthening the relationship and positive dialogue between Australia and ASEAN. At the core of the support is a trust fund that will support jointly approved ASEAN priority projects. Aus4ASEAN Futures will work across ASEAN’s three community pillars, namely the Economic Community (AEC), Socio-Cultural Community (ASCC) and Political-Security Community (APSC). It also supports cross cutting issues within ASEAN and further strengthens engagement between Australia and ASEAN.

Aus4ASEAN Futures is embedded in the ASEAN Secretariat (ASEC), mobilizing resources through an ASEAN trust account, and using ASEAN systems. Aus4ASEAN Futures is governed by a Joint Planning and Review Committee (JPRC) comprised of representatives from ASEAN Member States (AMS) and Australia that meets annually to review program progress and approve forward work planning. A Program Management Team (PMT) comprised of the Aus4ASEAN Program Director(s) and representatives from ASEC are responsible for the delivery of the Program within ASEC. They are supported in the implementation of the program by a Program Planning & Monitoring Support Unit (PPMSU), based in the ASEAN Secretariat, Jakarta.

The PPMSU was established in early 2023 when the program primarily supported the ASEAN Economic Community and related cross-cutting priorities, such as Connectivity. It is expected that Aus4ASEAN Futures’ support will continue to expand to increasingly cover the ASEAN Socio-Cultural and Political Security Communities as well. The PPMSU works closely with:

a) The ASEAN Secretariat (ASEC).

b) The DFAT Mission to the ASEAN; and

c) The Technical Services and Support Program (TSSP) Team

DFAT has contracted Tetra Tech to support Aus4ASEAN Futures. As the Managing Contractor for the Technical Services and Support Program (TSSP) component of Aus4ASEAN Futures, Tetra Tech provides technical, logistics, and project support for Aus4ASEAN Futures activities designed to enhance partnership and integration into ASEAN systems across all three ASEAN community pillars.

Malaysia will formally take over the annual rotating chairmanship of ASEAN in January 2025. During its chair year, Malaysia will convene several high-level events involving participants from ASEAN member states and globally, most likely to be supported by Aus4ASEAN Futures. These events will include face-to-face and online components and held in Malaysia throughout 2025.  

Key responsibilities

• Drive and deliver high-quality events through effective event management and effective coordination with internal and external stakeholders, including the ASEAN Secretariat (ASEC), ASEAN bodies, ASEAN Member State government agencies (primarily but not limited to the Malaysian government), event partners, event management firms (EMFs), PR & Marketing agencies, venue and service providers and so forth.
• Manage all event details from preparation to post event phase, maintaining high standards of service.
• Develop and provide operational plans, event execution timelines, and resources allocation charts. 
• Develop a budget planner and expenses tracker for each event. 
• Supervise Event Management Firms (EMFs) and other service providers/sub-contractors before, during and after the events, to ensure end-to-end high-quality service. 
• Locate resources, visit sites, and lead pre-event meetings to assist stakeholder decision-making regarding event design and planning. 
• Manage and oversee logistics for each event, including contract negotiations, guest lists, venue preparation, presentation materials, security, catering, entertainment, transportation, equipment, decor, and marketing materials. 
• Act as a central point of contact for the TSSP with regards to Malaysia chair 2025 events. 
• Prepare and provide the TSSP with time management and high-quality updates and summary reports before, during and after each event. 
• Stay up to date with developments that can impact fieldwork including, but not limited to the weather, health, safety and security issues. 
• Establish and maintain good relationships with vendors, such as event management firms, hotels, and travel agents, among others. 
• Foster collaboration and effective communication among team members and stakeholders to facilitate seamless service delivery in event management. 
• Fully comply with TSSP, PPMSU and ASEAN Secretariat’s protocols, policies and guidelines. 

Selection criteria

Qualifications

• Bachelor’s degree related to events management, public relations, hospitality or other related fields.

Experience

• Minimum 10 years’ experience and proven track record in organizing high-level meetings and workshops/events with international organizations, government officials, domestic and international.
• Prior event management experience with ASEAN, the Government of Australia and Government of Malaysia is highly desirable.

Knowledge and Skills

• Proven ability to plan, execute and supervise high level events and workshops.
• Good knowledge of protocols in organizing high-level and international-level events involving countries’ leader and senior government representatives.
• Proven ability to develop and maintain relationships with vendors such as event organizer company, hotels, travel agents.
• Knowledge and experience in organizing inclusive and accessible events and logistics arrangement is highly desirable.
• Demonstrated familiarity with the events, travel, and hospitality sectors in the Malaysian contexts.
• Strong communications and negotiations skills.
• Comprehensive computer skills, including Microsoft Word, Excel, Office 365, Outlook and PowerPoint

Personal Attributes

• Ability to adapt and deliver high standards of work under tight deadlines.
• Commitment to quality and ability to maintain high standards during event delivery.
• Creative, with strong attention to detail and highly organized.
• Ability to work independently and collaboratively.
• Flexible and willing to adapt to changing circumstances.
• Possess and demonstrate high cultural awareness and sensitivity.

For a complete position description, please click here. Password is TetraTech2025

How to apply

Please submit your application by clicking the "Apply for job" button.
Applications will only be accepted via the Tetra Tech International Development Website. Emailed applications will be disregarded.

A completed application includes:

• Resume

• Statement of suitability (not to exceed two pages), demonstrating how your qualifications, experience, knowledge, skills and personal attributes align with the selection criteria. Applicants to provide proposed daily rate. Applicants to also provide name of high-level events she/he successfully managed and delivered.

Apply before 11:59 PM AEDT Sunday 12 January 2025

Due to the high volume of applications, only shortlisted candidates will be contacted.