Workshops & Online Events Coordinator, Asia-Pacific

The Online Events Coordinator’s main role is to run Zoom webinar functions during TRF online training for journalists based in Small Island Countries in Asia and the Pacific. The training will be run on Fridays (UTC+) from 9^th July to 6^th August, with a Meet and Greet session scheduled for 2^nd July.

Tasks include:

In advance of the training:

· Close coordination with trainers and event facilitators in preparatory phase

· Being the key point of contact between the training team, project management team and participants

· Leading all participant communication, using google sheets to track responses and documents received

· Sending course information, reminders and follow-up emails to participants

· Disseminating Zoom meeting details to all participants, and ensuring proper privacy/entry requirements are in place in accordance with TRF best practice

· Organising the test-run Zoom calls with participants the week before the training (2^nd July) to ensure everyone is able to access it and has the appropriate bandwidth

During the five-week program:

· Keeping track of participants across numerous different time zones and ensuring everyone is aware of the correct training times

· Keeping an attendance sheet

· Sending background materials and assignments via email/Facebook/Whatsapp, and weekly reminders

· Supporting with the implementation of a communications plan to keep participants engaged between sessions on the training’s Facebook page

· Actively posting course-relevant materials and updates on the training Facebook page, supporting the trainers to catalyse discussions

· Assuming main technical control of live Zoom sessions, including:

o allowing them to control participants’ entry,

o creating breakout rooms, and facilitating networking sessions

o muting/unmuting participants

o recording public sessions

note: coordinator would not be responsible for presentation of content

· Ensuring trainers and participants have access to all areas of the training portal, and troubleshooting any access issues that arise

· Supporting the trainers with scheduling 1-1s with participants over the course of the 5 week course

· Uploading materials to the training portal Google Drive folders and communicate with participants on material sharing

· Dissemination of Zoom prep information – how to use certain functions; Zoom etiquette; important links, etc.

· Being ready to use Jamboards, Google Sheets, Facebook for group activities

· Resending links, pdfs, docs via Zoom chat, in addition to uploading them in Google Drive

· Conducting a sound check with guest speakers

· Recording guest-speaker sessions

· Preparing and sharing participant certificates

Requirements for the short-term contract:

Time commitment:

Prep: 1.5 days from 21 June to support with course preparation and communication with participants (spread out across two weeks), including 90-minute Meet and Greet on 2^nd July

Delivery: 1.5 days a week from 2^nd July – 6^th August. 1x full day online for approx. 9 hours on Fridays (UTC+) 9^th July – 6^th August; 0.5 days spread across the rest of each week for participant communication, prep with trainers and TRF project management team, and uploads to Facebook/Google Drive and social media communication

Skills:

· Language: Fluency in English is essential

· Highly experienced in managing webinar platforms (particularly Zoom), and using social media (Facebook) to compliment training activities

· Experience in online training or event coordination, ideally with participants across multiple time zones

· Must have a strong internet connection and access to desktop/laptop. Access from smartphones will not be possible.