Event Coordinator - Moldova Digital Summit 2025

Position Overview
The Coordinator for the Moldova Digital Summit 2025 will be responsible for overseeing the planning, organization, and execution of this high-profile national event. This role involves close collaboration with key stakeholders, including the Moldovan Association of ICT Companies (ATIC), the Moldova Innovation Technology Park (MITP), and other government entities. The Coordinator will ensure proper alignment of all activities with the event’s objectives, adherence to tendering procedures, and effective delivery of all components.

Responsibilities
Event Planning & Management

• Develop and maintain an event timeline, including key milestones, deadlines, and deliverables.
• Coordinate with stakeholders to define the summit’s agenda, themes, and speaker lineup.
• Oversee venue arrangements, ensuring proper setup for all areas (main stage, breakout sessions, exhibitions).
• Manage event logistics, ensuring seamless coordination of all moving parts.

Stakeholder Coordination

• Serve as the primary liaison with ATIC, MITP, and government representatives to align summit activities with national priorities.
• Facilitate regular coordination meetings with ATIC, MITP, and other government stakeholders.
• Collaborate with private sector partners, sponsors, and NGOs to ensure their active involvement.
• Provide detailed updates to stakeholders on progress, challenges, and resource needs.

Tendering & Procurement Management

Ensure compliance with all tendering procedures for procurement related to:

• Communication and marketing services, including PR, media coverage, and digital campaigns.
• Logistics, such as venue setup, transportation, and technical support.
• Catering, ensuring quality and variety for participants.
• Merchandise, including branded items and promotional materials.
• Prepare tender documentation in collaboration with relevant teams and oversee the selection process.
• Monitor contract execution to ensure quality and timely delivery of services.

Marketing & Promotion Support

• Work with the marketing team to develop and implement a promotion strategy.
• Coordinate the production of event materials, including brochures, banners, and digital assets.
• Oversee the registration process and ensure effective communication with attendees.
• Support ATIC and MITP in promoting the event at both national and international levels.

Budget & Resource Management

• Collaborate with the financial team to prepare and manage the event budget.
• Track expenses and ensure that all costs are within the approved budget.
• Assist with sponsorship acquisition by identifying opportunities and preparing proposals.

On-site Coordination

• Supervise event setup and breakdown, ensuring that all timelines are met.
• Oversee volunteer and staff activities, including training and task allocation.
• Act as the primary point of contact for on-site problem resolution.

Post-event Wrap-up

• Gather feedback from participants, speakers, and stakeholders to evaluate the event’s success.
• Prepare a detailed post-event report, including an assessment of deliverables and recommendations for future iterations.
• Ensure proper documentation and archiving of event materials.

Skills & Qualifications

• Proven experience in coordinating national or international events.
• Strong knowledge of public tendering and procurement processes.
• Exceptional project management skills, including the ability to handle multiple priorities.
• Excellent communication and interpersonal skills to manage diverse stakeholder groups.
• Familiarity with Moldova’s ICT ecosystem and key government institutions.
• Proficiency in event management software and tools.
• Fluency in Romanian and English; knowledge of Russian is an advantage.

Expected Deliverables

• Comprehensive event plan with clear timelines and milestones.
• Smooth coordination with ATIC, MITP, and government entities.
• Successful completion of tendering procedures for communication, logistics, marketing, catering, and merchandise.
• High-quality execution of the Moldova Digital Summit 2025, achieving participant satisfaction.
• Post-event report detailing outcomes, challenges, and recommendations.

Application procedure:

Please submit your CV and cover letter until December 15, COB, to achirita@ict.md.

Only shortlisted candidates will be invited for an interview.