Events Planner Internship

WE’RE HIRING!

Job title: Events Planner Internship

Working: Lilongwe Wildlife Centre (LWC) in central Lilongwe location

Department: Lilongwe Wildlife Centre

■ Full-time □ Part-time

1. Background

This document outlines the Terms of Reference (ToR) for an events organiser role engaged to oversee and execute the planning, coordination, and management of events and memberships organised by LWC under its UNDP URRBAN (‘Uniting Resources and Resilience for Urban Nature’) grant. Particular focus will be on the organisation and execution of the Lilongwe Nature Festival in November 2025.

The events organiser is responsible for ensuring the successful planning, delivery and evaluation of events in line with the specified objectives, timelines, and budget.

2. Purpose

The purpose of this engagement is to recruit a suitably skilled post-graduate intern who will be responsible for the planning, coordination, and execution of the Lilongwe Nature Festival and wider LWC events programme, ensuring events meet the expectations of organisers and stakeholders, and are carried out successfully. The Festival should showcase the value and challenges of urban green spaces and the solutions that exist within the Malawian context.

3. Scope of Work

The events planner will be expected to carry out the following activities:

• Event Planning and Coordination

○ Develop a concept note on how the Lilongwe Nature Festival aligns with the URRBAN grant objectives.

○ Define and recommend the event’s target audience and any relevant themes.

○ Create a detailed workplan including timelines and milestones.

○ Identify and liaise with internal and external stakeholders to ensure smooth communication.

○ Secure vendors, contractors, and suppliers (e.g., catering, AV equipment, decorators, entertainment, transportation) in line with UNDP procurement guidance.

○ Coordinate event logistics such as transportation, accommodation, venue arrangements, and permits.

• Budget management and reporting

○ Prepare a comprehensive event budget.

○ Manage costs throughout the planning process to stay within budget.

○ With support from the LWC Deputy Manager, negotiate contracts with suppliers to secure favourable terms.

○ Prepare narrative reports as required on lessons learned.

○ Strengthen existing data capture to ensure that future event impacts and deliverables inform decision making.

• Marketing and Promotion

○ Assist with the promotion and marketing of the event.

○ Support the development of promotional materials and strategies in collaboration with the marketing team.

• Event Execution

○ Ensure all elements of the event are in place and ready before the event begins.

○ Oversee the execution of the event from start to finish, managing event staff, volunteers, and all activities.

○ Resolve any issues or problems that may arise during the event.

• Post-Event Evaluation

○ Conduct a debrief with stakeholders to evaluate the success of the event.

○ Gather feedback from participants and vendors for improvements in future events.

○ Prepare and submit a post-event report, including financial reconciliation and suggestions for future improvements.

4. Deliverables

The events planner is expected to deliver the following:

• Detailed Lilongwe Nature Festival event concept, timeline, and project plan.
• A final budget for each event for approval and ongoing financial reports.
• A marketing plan for the event and promotional materials.
• Successful execution of the event on the scheduled date.
• Post-event report and evaluation.

5. Duration of Engagement

The events planner will be engaged for a period of 3 months starting from September 2025 initially, with a view to renewal up to the completion of event activities.

6. Reporting

The events planner will report to the LWC General Manager, providing regular updates on progress, challenges, and achievements throughout the planning and execution phases.

7. Events Planner Responsibilities:

• Manage event logistics and coordination.
• Ensure adherence to timelines and budget.
• Ensure communication between all parties involved.
• Execution of event
• Reporting and financial management
• Data management

8. Qualifications and Experience

• Degree Bachelor’s degree in Creative Arts, Performing Arts, Communications and/or Design.
• Proven experience in events management, public speaking, campaigns, presentations.
• Proficiency in Excel and Google docs.

9. Skills and competencies

• Strong team management skills.
• Excellent problem-solving and decision-making abilities.
• Good budget management experience.
• Ability to analyse data and implement effective strategies.
• Strong interpersonal and communication skills.
• Adaptability and ability to work under pressure.

How to apply                       

Please send a motivation letter and CV to applications@lilongwewildlife.org

Closing date: 12 noon on Monday 7th September 2025

LWT is an equal opportunity employer and values diversity. All employment decisions are based on qualifications and experience, merit and organizational need and all reasonable adjustments will be made where possible.