For Oxfam Pilipinas

Philippine Nationals Only

This is an urgent recruitment and applications will be reviewed as we receive them.

Oxfam is a global movement of people working together to end the injustice of poverty.

About Oxfam Pilipinas

We seek lasting change. We at Oxfam Pilipinas dream and work for a future where Filipinos are free from poverty. For more than 30 years, serving in a country where close to 27 million now live in poverty, we have relied on the power of people to carry out programs designed to achieve our shared vision. Central to our strategy is working with partners to transform the unequal power relations, structures, norms, and values that cause poverty and inequality, including gender-based violence and injustice.

We strive to apply a feminist lens to all our analyses and actions. We seek to save lives, provide access to services, and reduce the impact of disasters, particularly on the most vulnerable and disadvantaged. We belong to the larger Oxfam family of over 20 organizations networked with partners and grassroots communities in all corners of the globe. We are part of a global movement for genuine change, seeking to rid the world of the scourge of poverty, with gender justice at the core of what we do.

Scope of Work

A. Pre-Event Planning and Coordination

• Coordinate with the Care Connect Project Coordinator who represents the Care Summit PC and OPH teams (CC, EH, GJ, PAC, Ops, and LEAP teams) in planning and preparing for the event, and serve as the main external coordination point for implementation decisions, consolidated requirements, and supplier follow-through.
• Co-develop, monitor, and maintain a master work plan, production calendar, critical-path tracker, and risk register, and ensure timeliness of preparations and alignment with the Care Summit concept note.
• Co-develop, monitor, and maintain participant and resource-person databases and coordinate confirmations, travel and accommodation requirements, accessibility needs, dietary restrictions, and other logistical requirements with the necessary teams.
• Consolidate technical specifications, quantities, schedules, creative requirements, and other information needed by suppliers and service providers, and ensure that these are translated into clear production briefs and implementation instructions.
• Co-develop the run of show, program script, exhibit floor plan, breakout session design, technical production plan, and event-day deployment plan in collaboration with the Care Summit PC and OPH teams and in alignment with the activity concept note.

B. Supplier and Service Provider Management

• Act as the lead coordinator for all approved third-party suppliers and service providers and remain accountable to OPH for the completeness, timeliness, coordination, and quality of their outputs.
• Prepare and maintain a consolidated supplier management plan covering briefs/specifications, deliverables, contact persons, timelines, dependencies, ingress/egress, acceptance checks, invoicing requirements, and closeout status.
• Coordinate suppliers that may include, as required: catering and meals; training/event supplies; tokens and giveaways; production assistants; lights, sound, and LED wall; printing and visibility materials; backdrop and event branding; host/emcee or influencer; performers; livestream support; multimedia documentation; graphic design; and other approved event services.
• Obtain, consolidate, and communicate supplier quotations, technical proposals, production schedules, and requirements in accordance with the agreed contracting arrangement and applicable Oxfam procurement procedures.
• Conduct supplier briefings and coordination meetings; quality-check outputs against Oxfam-approved specifications; manage interdependencies among suppliers; and resolve production, schedule, and delivery issues before they affect the event.
• No supplier, subcontractor, specification, quantity, cost, or material change may be committed on behalf of Oxfam without the required prior approval under the agreed contract and Oxfam procedures.
• Where third-party suppliers are engaged or subcontracted by the LSP under the approved contracting arrangement, the LSP will remain fully responsible for supplier performance, payments, coordination, documentation, and compliance, and will ensure that Oxfam has a single point of accountability for the overall assignment.

C. Event-Day Program and Session Management

• As the overall event focal person, organize and implement technical rehearsals, briefings with speakers, emcees, moderators, facilitators, documenters, and suppliers, venue walkthroughs, and the final full-team dry run.
• Supervise supplier ingress and egress, venue setup, exhibits, registration, technical production, documentation, branding, catering coordination, and other event services before, during, and after the event.
• Supervise implementation of the run of show and program script, including timely session transitions, technical cues, breakout sessions, commitment-setting activities, and coordination among speakers, facilitators, documenters, and suppliers.
• Provide real-time troubleshooting and coordinate appropriate responses to technical, logistical, production, accessibility, participant-management, safeguarding, and supplier concerns.

D. Post-Event Consolidation and Turnover

• Ensure that attendance records, participant feedback tools, commitment forms, presentation files, supplier completion records, and key event materials are collected and properly turned over to the Care Summit PC and OPH teams.
• Consolidate and submit the complete event documentation package, including the final program and script, run of show, participant and resource-person database, supplier roster and deliverable tracker, presentation files, commitment forms, survey results, production files, and other relevant documents, organized in designated Oxfam Box folders.
• Coordinate and complete all supplier and LSP closeout documentation required under the agreed contracting arrangement, including invoices, receipts or supporting documents, completion/acceptance records, expense summaries where applicable, and other reasonable finance or procurement documentation required for processing and closeout.
• During exit interview, provide a concise post-event coordination report summarizing implementation, participation, key operational achievements, issues encountered, actions taken, lessons learned, and recommendations for future events.

Qualifications

• At least three years of relevant experience in event management, campaign coordination, conference organizing, production management, integrated supplier management, or a related field.
• Demonstrated experience coordinating medium- to large-scale multi-stakeholder events involving government, civil society, development partners, communities, or international organizations.
• Strong project-management and supplier-management skills, including work planning, critical-path tracking, production scheduling, quality assurance, risk management, cost tracking, and management of multiple simultaneous deadlines and service providers.
• Excellent organizational, interpersonal, and written communication skills, with strong attention to detail and ability to anticipate operational needs.
• Demonstrated experience preparing production briefs, supplier scopes/specifications, run-of-show documents, speaker briefing kits, coordination trackers, event reports, and post-event documentation/closeout packages.
• Proficiency in common online collaboration and productivity tools, including shared drives, spreadsheets, presentations, email, and virtual meeting platforms.
• Ability to work respectfully with diverse participants, including care workers, women’s rights organizations, government officials, and community representatives.
• Familiarity with gender justice, care work, social development, or policy-advocacy events is highly desirable.
• Previous work with Oxfam or another international non-government organization is an advantage.
• Availability to work onsite in Quezon City during rehearsals and on 27 October 2026, with flexibility during peak preparation and closeout periods.
• Applicants may be an individual consultant, team, agency, or registered service provider, provided they can demonstrate the technical, administrative, and operational capacity to coordinate and manage the full assignment and its supplier ecosystem.
• Ability to demonstrate access to or experience managing qualified suppliers for event production, technical services, creative services, documentation, hospitality, and other relevant requirements is highly desirable.

Organizational Values

• Equality -  We believe everyone has the right to be treated fairly and to have the same rights and opportunities.

• Empowerment - We acknowledge and seek to expand people’s agency over their lives and the decisions that impact them.

• Solidarity -  We join hands, support, and collaborate in working towards a just and sustainable world.

• Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences.

• Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions

• Courage - We speak truth to power and act with conviction on the justice of our causes

Our values and commitment to safeguarding

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

How to apply

Application must include the following:

• Curriculum Vitae (CV) highlighting relevant event-management and coordination experience.
• Letter of intent confirming availability and capacity to complete the assignment within the required period.
• Portfolio or list of comparable events managed, with the applicant’s specific role and references where available.
• Brief proposed technical approach or workplan for managing the assignment, including the proposed approach to supplier coordination, production management, quality assurance, risk management, and event-day command structure.
• Detailed financial proposal, inclusive of applicable taxes, clearly separating the Lead Service Provider’s professional/management fee and third-party supplier/production costs, with assumptions and proposed payment schedule.
• Indicative supplier/service-provider plan or roster, where available, identifying which services the applicant proposes to directly provide, subcontract, or coordinate.

Applicants may also submit their applications to ophrecruitment@oxfam.org.ph. Please use the email subject format: Position Applied For - Surname, First Name.

Note: All offers of consultancy will be subject to satisfactory references and appropriate screening check.