Terms of Reference: Leadership in STEAM Summit -Nairobi, Kenya
Application Deadline: [5 June ] (11:59 PM EAT)
Contract Dura@on: 1 July 2026 – November 2026
Event Dates: November 16-17, 2026
Location: Nairobi, Kenya
Contract Type: Individual consultant / Company/ Organisation
Languages Required: Fluency in English (Swahili is an added advantage)
Compensation: $2500-$3000 – based on experience and internal equity]
Working Hours: commitment is based on deliverables during planning phase; extended
hours required during summit days
Background
The Leadership in STEAM Summit is a two-day immersive experience designed to empower
100–150 girls aged 13–22 from across Kenya and the region. The summit aims to build
confidence, leadership capacity, and interest in Science, Technology, Engineering, Arts, and
Mathematics (STEAM) through interactive workshops, mentorship, and exposure to industry
leaders. The summit will convene young women from diverse backgrounds to engage in
hands-on learning, innovation challenges, career exploration, and leadership development
within a safe, inclusive, and girl-centered environment.
Objectives of the Role
The Event Coordinator will play a central role in ensuring the successful planning and
execution of the summit. The primary objectives include:
Deliver seamless programmatic, logistical, and operational coordination
Ensure a high-quality, engaging, and safe experience for all participants
Coordinate stakeholders including facilitators, partners, vendors, and participants
Oversee end-to-end event execution from planning through post-event reporting
Scope of Work
The Event Coordinator will report to the Program Lead and will be responsible for the
following:
1. Program & Event Planning
Develop a comprehensive event work plan and timeline
Support the design and coordination of summit agenda, sessions, and speakers
Assist in coordinating speakers, facilitators, and panellists including confirmations and
briefing
2. Communication & Participant Engagement
Serve as the primary point of contact for participant’s pre-event
Manage participant communication including invitations, confirmations, and updates
Draft and distribute pre-event email communications to participants and stakeholders
Coordinate registration processes and participant onboarding
Support outreach and engagement to ensure full participation
3. Logistics & Operations
Coordinate venue logistics including setup, seating, branding, and technical requirements
Liaise with vendors (catering, transport, media, printing, etc.)
Manage participant travel logistics where applicable
Oversee registration desk and participant check-in processes
Ensure all materials (badges, toolkits, merchandise) are prepared and distributed
Maintain participant databases and trackers
4. On-Site Event Coordination
Lead on-the-ground execution of the summit
Troubleshoot real-time challenges and ensure smooth delivery
Ensure safeguarding, safety, and well-being of all participants
5. Content & Documentation
Support collection of event content (photos, videos, testimonials)
Assist in development of summit materials (welcome packs, programs, certificates)
6. Stakeholder Coordination
Liaise with partners, sponsors, and collaborators
Support coordination meetings and provide regular updates to the organizing team
Qualifications & Experience
The ideal candidate should possess:
Proven experience in event coordination and logistics management
Demonstrated experience organizing youth programs, conferences, or summits
(experience with girls’ or STEAM-focused programs is highly desirable)
Strong project management and organizational skills
Excellent communication and interpersonal abilities
Ability to work under pressure and manage multiple priorities
Experience working in multticultural and youth-centered environments
Strong problem-solving and adaptability skills
Passion for gender equality and advancing girls in STEAM
Preferred Qualifications
Based in Nairobi, Kenya
Experience coordinating events with 100+ participants
Experience working with NGOs, international organizations, or youth networks
Familiarity with safeguarding policies and youth protection standards
Reporting
The Event Coordinator will report directly to the Program Lead and work closely with the
broader summit organizing team.
Application Process
Interested candidates should submit:
CV (maximum 2 pages)
Cover Letter (maximum 1 page) outlining relevant experience including links to previous
projects executed.
Send applications to: nmuzadzi@girlup.org cc – mchikwanda@girlup.org
Subject line: “Event Coordinator – Leadership Summit Nairobi – Your Name”
About Girl Up
Girl Up is a girl-cantered leadership development initiative hosted under The Global Fund for
Children. We believe in focusing on equity for girls and women in spaces where they are
unheard of or underrepresented. Girl Up operates a global network of regional affiliates
reaching 270,000 girls in 155 countries. Learn more at hnps://girlup.org
