Terms of Reference (TOR)
Role: Events Project Manager (Consultant) – Allies Gathering + Report Launch (Nigeria)
Location: Abuja-based (required)
Timeframe: March–July 2026 (exact start date TBC)
Contract type: Short-term consultancy
1. About Malala Fund
Malala Fund envisions a world where all girls can learn and choose their own futures. Registered as a public charity in the US, UK, Nigeria, and Pakistan, we work to secure girls' right to 12 years of education, enabling them to thrive in all areas of their lives.
To create sustainable change for as many girls as possible, we use grantmaking and advocacy to strengthen girls' right to secondary education and unlock the resources necessary for all girls to enjoy this right. We support and amplify a movement of young education advocates who, like Malala, speak truth to power and push for systemic change around the world.
2. About the projects and the role
Malala Fund will deliver two linked initiatives in Abuja in June 2026, in partnership with MenEngage Nigeria and Malala Fund's Education Champions Network (ECN):
- Allies Gathering (end June 2026, Abuja). A two-day peer gathering bringing together approximately 20–25 male allies and Education Champions/Malala Fund team/partners. Day 1 focuses on structured practice exchange across key themes; Day 2 focuses on action learning and shared refinement of participants' plans, with strong capture and synthesis.
- Report Launch (end June 2026, Abuja). An invitation-only launch moment (c. 50 guests) for a solutions-oriented report on male engagement and allyship for girls' education in Nigeria, accompanied by a short video asset and coordinated communications.
Role purpose
The Events Project Manager (EPM) is the delivery owner across both events—responsible for end-to-end planning, production readiness, supplier coordination, and on-the-ground execution to ensure both initiatives land on time, on budget, and to quality.
This remit is significant: the EPM is expected to operate as a senior delivery lead who can translate an approved concept into a high-quality convening experience, manage multiple workstreams and vendors, and maintain disciplined project management.
These convenings are strategic moments within Malala Fund's male allyship work in Nigeria. The EPM is expected to understand the strategic intent and reputational sensitivity of the convenings and ensure delivery quality reflects their importance in strengthening relationships, advancing field-level learning, and reinforcing Malala Fund's positioning.
How the role works with the Malala Fund team
- Reports to / primary counterpart: Senior Officer, Co-founder Special Projects (Mark) as overall initiative lead and accountability holder for grant delivery, governance, and strategic/technical quality (especially the report and programme intent).
- The CEO serves as executive sponsor and will engage at key decision points and escalation moments as needed, with engagement coordinated through Senior Officer, Co-founder Special Projects.
- Works closely with:
- Partnerships Team for ECN integration, participant selection inputs, content curation, and alignment to MF priorities
- Comms Manager for report launch messaging, visibility stance, consent approach, and video distribution (EPM coordinates operational delivery; Comms leads content strategy and approvals)
- Coordinator for integration with wider MF Nigeria priorities, internal coordination, and pinch-point escalation
Important scope note (stakeholder relationships)
The EPM is not the "relationship owner" for stakeholders, including partners, donors, senior government, or high-profile stakeholders. Those relationships sit with Malala Fund leadership. The EPM does manage day-to-day event coordination and delegated communications required to deliver the events (e.g., with speakers, vendors, participants, and operational focal points).
Resourcing expectation (sub-contracting support)
Given the scope and intensity, the EPM must be prepared to source, recommend, sub-contract and then manage additional operational capacity where needed—e.g., a travel agency for bookings, on-the-ground logistics/admin support during the event, and/or professional note-takers/capture support—so delivery quality is protected.
All vendor selection and contracting will be done in close collaboration with MF and will require seeking necessary approvals, following agreed budgets and conducted in accordance with Malala Fund procurement policies. Contracting and financial commitment authority held by Malala Fund.
3. Objectives
The EPM will enable Malala Fund to:
- Deliver two credible, well-run events in Abuja that strengthen learning, relationships, and field-level momentum on male engagement for girls' education.
- Maintain disciplined coordination across Malala Fund (UK/Nigeria), MenEngage Nigeria, ECNs, speakers/facilitators, and suppliers—reducing burden on technical staff while increasing execution reliability.
- Ensure strong operational readiness: run-of-show, participant operations, vendor management, budget tracking, risk planning, safeguarding implementation, and post-event close-out.
4. Scope of Work
4.1 Cross-cutting responsibilities (both events)
A. Delivery planning and project management
- Maintain an integrated delivery plan and tracker(s) covering milestones, dependencies, decision gates, and supplier deliverables across both events.
- Run a light but disciplined weekly delivery rhythm (actions, risks, decisions), aligned with Malala Fund's governance approach and decision gates.
- Maintain RAID and decision log; surface pinch points early and escalate appropriately.
B. Supplier and operations management
- Brief, manage, and coordinate event-related suppliers (venue, A/V, catering, event support, printing, transport, travel agency if used, note-takers/capture, and any production support).
- Ensure supplier scopes, timelines, and deliverables are clear and tracked; ensure readiness checks and rehearsals happen.
C. Budget and administration (delivery-side)
- Track event budgets (forecast vs actual), flag variances early, and support invoice processing documentation with relevant MF staff.
- Maintain version-controlled "event master folder" (run-of-show, contact lists, guest lists, seating, travel manifests, vendor SOWs, briefing packs).
- The EPM will not commit Malala Fund to expenditures or contractual arrangements without prior approval.
D. Risk, safeguarding and duty of care
- Maintain an event risk register (logistics, security, reputational, safeguarding, travel disruption, speaker dropouts) with mitigations and escalation routes.
- Operationalise safeguarding: code of conduct distribution, confidentiality guidance, and on-site reporting pathway (content/authority owned by MF leadership; EPM ensures implementation).
E. Capture and synthesis
- Build and staff a capture approach (note-taking plan, templates, responsibilities) to ensure Day 2 outputs and event insights are properly recorded and handed to MF for synthesis.
F. Delivery reporting
- Provide weekly written delivery updates summarizing:
- Progress against plans
- Key risks and mitigation actions
- Decisions required from Malala Fund
- Budget status (forecast vs. actual)
4.2 Project A: Allies Gathering (late June 2026)
A. Programme operationalisation
- Translate the approved agenda into a detailed run-of-show and production plan (rooms, breakouts, flow, materials, timing).
- Coordinate facilitator contracting and readiness (in partnership with Mark); schedule prep calls and ensure materials are prepared.
- Coordinate Day 1 presenter/SME recruitment logistics and briefing process (speaker briefings curated with Partnerships Team and Mark).
B. Participant management
- Work collaboratively with the MF team to develop outreach plans and a timeline for participants and coordinate the MF team - who will be largely responsible for interfacing with participants - to ensure a seamless end-to-end process is adhered to and all participants are enlisted, briefed and supported professionally and punctually.
- Manage invitations/RSVPs/onboarding packs, participant communications, and logistics (including travel/accommodation arrangements where covered, ideally via travel support).
C. Dinners and key moments
- Working closely with the MF team, produce both dinners as intentional relationship moments (tone: informal, no speeches), including venue, seating approach, and any light-touch prompts agreed by MF.
D. On-site delivery and close-out
- Lead on-site event production and troubleshooting, in close collaboration with the MF team having agreed clear ways of working and decision making.
- Ensure outputs and capture materials are collected and organised for post-event synthesis and follow-up.
4.3 Project B: Report Launch (24 June 2026)
A. Launch production and guest operations
- Produce the event in line with the run-of-show, venue/A/V readiness, guest management (invites/RSVPs/registration list), speaker logistics, and reception operations.
- Coordinate with Comms Manager on operational timelines for invitations, programmes, signage, and any filming schedule.
B. Speaker operations (coordination, not content ownership)
- Coordinate speaker logistics and briefing pack distribution (content owned by team leads as relevant).
- Ensure rehearsal or tech check as needed.
C. Video/storytelling asset
- Coordinate with Comms Manager on the operational production workflow with the appointed supplier (schedule, filming plan, releases/consent capture logistics).
D. Close-out
- Vendor close-out and documentation; ensure deliverables are stored and handed over cleanly.
5. Ways of Working
- The EPM reports to Senior Officer, Co-founder Special Projects as initiative lead and primary decision-routing point.
- The EPM works in close coordination with:
- Coordinator for internal coordination and integration with wider MF priorities, and to surface interdependencies/pinch points
- Partnerships Team for ECN engagement and programme/participant inputs
- Communications Manager for launch messaging, visibility stance, consent approach, and video distribution
- The EPM should maintain a clear operating rhythm with a collaborative stance: weekly actions / risks / decisions, with short decision notes after meetings.
- Work must align with feminist principles of gender equality, safeguarding, and careful narrative stewardship in work engaging men and boys.
6. Expected Deliverables and Timeline (indicative; milestone-based)
Delivery approach: The Events Project Manager (EPM) will deliver against the milestones below. Dates are indicative and may adjust by mutual agreement to reflect evolving constraints, provided the EPM maintains readiness for delivery by the event dates and flags material risks early.
Phase 1 — Mobilisation and set-up (March 2026)
By end of Week 2 after start date
- Integrated delivery plan and trackers live: master timeline, RAID log, decision log, budget/procurement tracker, contact lists.
- Vendor/procurement plan agreed (venue, A/V, catering, travel/logistics, note-taking/capture, printing, video supplier interface where relevant).
- Detailed run-of-show v0.1 for:
- Allies Gathering
- Report Launch
- Selection panel operating model confirmed (panel membership, criteria pack, scoring approach, timeline) and nomination process defined.
By end of March
- Venue(s) contracted (or final venue selected with contracting in motion, subject to MF procurement timelines).
- Facilitator needs identified, research conducted and shortlist presented for input from the core team; contracting initiated.
- Presenter "casting" pipeline defined for Day 1 (themes, desired SME profiles, outreach list) based on agreed content themes.
- Nomination process underway.
Phase 2 — Design-to-delivery planning (April 2026)
By mid-April
- Facilitator contracted (or final negotiations at advanced stage).
- Selection criteria + scoring matrix + diversity targets finalised for panel use.
- Draft participant longlist in progress via referral pipeline; selection panel review meeting scheduled.
By end of April
- Run-of-show v1 for both events (including production requirements, rooming/breakouts, A/V needs, rehearsal plan).
- Confirmed delivery resourcing plan:
- travel/logistics support approach (travel agency/admin support) confirmed
- note-taking/capture support confirmed with clarity on output needed
- Draft invitations/onboarding pack content prepared (with Comms Manager input) and operational plan for RSVP tracking.
Phase 3 — Confirmation and readiness build (May 2026)
By mid-May
- Participant shortlist confirmed and invitations issued on a rolling basis (with alternates identified).
- Day 1 presenters/SMEs confirmed in principle; briefing process and prep calls scheduled.
- Safeguarding and consent implementation plan finalised (code of conduct distribution process, confidentiality guidance, on-site reporting pathway operationalised).
- Capture templates finalised (Day 1 practice notes; Day 2 experiment plans; action/commitments capture).
By end of May
- Final participant list (and alternates) confirmed as far as possible; logistics (travel/accommodation where covered) substantially underway.
- Final run-of-show v2 for both events; production schedule issued to suppliers.
- "Execution pack" drafted: on-site roles map, escalation tree, contact list, registration approach, seating plan approach, contingency plan.
Phase 4 — Finalisation and execution (June 2026)
By early June (approx. 2–3 weeks pre-event)
- Supplier readiness check completed (venue/A/V/catering/transport/printing/capture).
- Presenter briefs distributed; rehearsals/tech checks scheduled.
- Participant comms cadence confirmed (joining instructions, code of conduct, confidentiality guidance).
By mid-June (approx. 1 week pre-event)
- Final run-of-show v3 (final) issued for both events.
- Final participant lists, manifests, and on-site registration lists complete.
- Materials printed / compiled (as applicable).
- Safeguarding on-site protocol reconfirmed with named focal points.
Event delivery: End June (Gathering + Report Launch)
- EPM leads on-site delivery/production, vendor coordination, and troubleshooting.
- Capture plan executed; outputs collected and organised for synthesis.
Phase 5 — Close-out (within 10 working days after events; by mid-July 2026 at latest)
- Vendor close-out documentation and budget reconciliation support (in coordination with MF processes).
- Clean handover folder (version-controlled): run-of-show, attendee lists, supplier deliverables, capture outputs, contact lists, lessons learned.
- Short close-out note (2–3 pages max): delivery learnings, recommended improvements, and any outstanding follow-ups.
7. Timeframe and Level of Effort
- Contract start: March 2026 (TBC)
- Contract end: mid-July 2026
- Level of effort: Approximately 3-4 days/week, increasing to full-time equivalent in the 3–4 weeks pre-events, with increased intensity during the delivery week.
8. Travel Requirements
- Abuja presence required
- Required in Abuja for the convening window (June, plus build days as needed) and pre-production phase.
- Additional travel only as required for delivery.
9. Required Expertise and Competencies
Experience
- Significant, demonstrated experience leading end-to-end delivery of multi-day convenings and high-stakes events (NGO/philanthropy/public sector or adjacent).
- Strong vendor and production management experience (run-of-show discipline, guest operations, A/V, contingency planning).
- Experience coordinating multi-stakeholder projects across teams and time zones.
- Familiarity with gender equality, girls' education, or male engagement work is strongly desirable.
Skills and competencies
- Excellent judgement, discretion, and calm problem-solving under pressure.
- Highly organised; strong tracker discipline; able to manage parallel workstreams.
- Strong communication; able to translate decisions into crisp actions and readiness checks.
- Cultural competence working with Nigerian partners and context.
- Commitment to safeguarding and feminist-aligned practice.
10. Budget and Costing
The consultancy fee will be agreed based on experience and level of effort. Approved work-related expenses will be covered in line with Malala Fund policy.
Operational resourcing note: The EPM is expected to budget for and manage any additional delivery support required (e.g., travel agency support, logistics/admin support, professional note-takers/capture support) within the approved budget envelope.
11. Proposal / Application Requirements
Interested candidates should submit:
- CV
- Short cover note (1 page max) summarising relevant event delivery experience and confirming availability (March–July 2026)
- Two examples (1 page total) of comparable projects delivered (scope, role, outcomes)
- A short description of how they would resource delivery (what they would handle directly vs sub-contract)
12. Submission and Selection
- Applications should be submitted to: mark.sanderson@malalafund.org by Friday 13th March.
- Shortlisted candidates may be invited to interview and/or asked to complete a brief practical exercise (e.g., draft a high-level integrated delivery plan and run-of-show approach).
This position was originally posted by Malala Fund and has been curated by PurposePhil Career. To apply, please visit the original listing on the "apply" link on the side. We are not affiliated with the employer organization of this job ad or consultancy, and provide this curated listing as a service to our users.
