Event Management Specialist

About the Position

We are seeking an Event Management Specialist to join our team in Freetown, Sierra Leone. The role is responsible for planning and organizing workshops, conferences, and events.

Responsibilities

• Advisory Services

  • Serve as the primary advisor to all GIZ projects on the planning and organisation of workshops, conferences, meetings, trainings, and official events.
  • Develop event concepts tailored to the objectives, target groups, logistical requirements, and available budgets of each project.
  • Recommend suitable venues, accommodation, and service providers based on event size, accessibility, security, quality, operational requirements, and value for money.
  • Advise projects on conference logistics, seating arrangements, participant flow, event design, branding, decoration, and the creation of professional and welcoming learning environments.
  • Support projects throughout the complete event cycle, from concept development to implementation and post-event evaluation.

• Market Research and Supplier Management

  • Conduct continuous market research of hotels, conference venues, guest houses, and accommodation facilities in Freetown, Bo, Makeni, Kenema, and other operational districts.
  • Build and maintain a comprehensive network of hotels, conference venues, and event service providers throughout Sierra Leone.
  • Evaluate suppliers based on quality, service standards, capacity, accessibility, security, pricing, and operational suitability.
  • Maintain an up-to-date supplier database and regularly assess market developments and service quality.
  • Identify suitable accommodation options for government partners and workshop participants while ensuring cost-effectiveness and appropriate quality standards.

• Procurement Preparation

  • Prepare the complete technical documentation required for procurement processes, including market assessments, technical specifications, evaluation criteria, and shortlists of suitable service providers.
  • Work closely with the Procurement Unit, which conducts the formal procurement process based on the prepared documentation.
  • Provide technical support during bid evaluations and supplier selection where required.
  • Contribute to the development of framework agreements and long-term partnerships with hotels and conference venues.

• Event Planning and Implementation

  • Plan, coordinate, and implement workshops, conferences, trainings, meetings, and official events throughout Sierra Leone.
  • Organise all logistical arrangements, including venue preparation, accommodation, catering, conference equipment, participant management, transportation, and event schedules.
  • Coordinate and manage all internal Country Office events, including management meetings, staff events, official visits, and internal workshops.
  • Act as the focal point during events, ensuring smooth implementation and immediate resolution of operational issues.
  • Monitor supplier performance and ensure that agreed quality standards are consistently achieved.

• Quality Management and Continuous Improvement

  • Develop and maintain standard operating procedures, templates, checklists, and quality standards for event management.
  • Document lessons learned and continuously improve event management processes.
  • Maintain statistics, supplier evaluations, and management reports.
  • Ensure compliance with GIZ administrative, financial, and procurement regulations throughout all event-related activities.

Requirements

• Educational Background

  • Bachelor’s degree in Event Management, Hospitality Management, Tourism Management, Business Administration, Marketing, Public Administration, or another relevant field.
  • Additional professional qualifications in event management or hospitality management are considered an advantage.

• Professional Experience

  • Several years of progressively responsible professional experience in event management, conference management, hospitality, tourism, or a comparable field.
  • Demonstrated experience in planning, coordinating, and implementing workshops, conferences, trainings, and official events.
  • Experience in advising internal or external clients on event concepts and logistical solutions.
  • Experience in conducting market research and evaluating hotels, conference venues, and accommodation providers.
  • Experience in preparing technical documentation for procurement processes or supporting tender procedures is an advantage.
  • Experience working with international organisations, development partners, NGOs, or the private sector is considered an asset.

• Technical Competencies

  • Excellent knowledge of event planning, conference management, and workshop logistics.
  • Ability to translate programme objectives into practical, high-quality, and cost-effective event concepts.
  • Sound understanding of venue selection, conference layouts, seating arrangements, participant flow, and event presentation.
  • Strong analytical skills to assess markets, suppliers, and service quality.
  • Excellent planning, coordination, and organisational skills.
  • Strong negotiation and stakeholder management skills.
  • Excellent communication and interpersonal skills.
  • Ability to manage multiple assignments simultaneously while meeting deadlines.
  • Strong customer orientation with a service-driven mindset.
  • High attention to detail and commitment to quality.
  • Proficiency in Microsoft Office applications; knowledge of ERP systems (e.g., SAP S/4HANA) is an advantage.

• Personal Competencies

  • High level of initiative and accountability.
  • Strong problem-solving skills and sound judgement.
  • Creativity combined with practical implementation skills.
  • Ability to work independently with minimal supervision.
  • Professional appearance and confidence when representing GIZ towards hotels, conference venues, and external partners.
  • Flexibility and willingness to undertake regular duty travel throughout Sierra Leone.

We Offer

• Competitive salary
• Opportunity to work with a leading international development agency
• Professional growth and development opportunities
• Diverse and inclusive work environment

About the Company

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH implements projects and programmes based on a bi-lateral agreement between the Governments of Germany and Sierra Leone. As a service provider in the field of international cooperation for sustainable development and international education work, we are dedicated to shaping a future worth living around the world. We work with businesses, civil society actors, and research institutions, fostering successful interaction between development policy and other policy fields and areas of activity.

GIZ is an equal opportunity employer and welcomes applications from individuals regardless of gender, disability, race, ethnicity, religion, age, or any other protected characteristic. We embrace diversity and believe that inclusivity in the workplace is essential to our success and are committed to creating a work environment where all employees are valued and respected.

Application Process

Please send ONLY a cover letter, CV, and copies of education certificates to [email protected] by 20/07/2026. No applications will be accepted after this deadline. Applications will be reviewed when received. Early applications are strongly encouraged. Your application email subject, please write: “Event Management Specialist”.

Only shortlisted candidates will be contacted.