Call for Coordinators – IAPSS Academic Convention 2023
Universidad Hemisferios, Quito, Ecuador
The International Association for Political Science Students (IAPSS) – the largest international organization representing students of political science and related disciplines worldwide – offers unique opportunities for students and junior researchers to grow professionally and personally in a global network. IAPSS is hereby launching a Call for Coordinators tasked with the organization and implementation of the 2023 Academic Convention in Quito, Ecuador, at Universidad Hemisferios. The Convention will take place from November 16th to November 18th, 2023.
We are looking for candidates from all over the world for the following positions:
- Administration Coordinator
The Convention Administration Coordinator is in charge of various tasks, including:
- Sending invitations for the conference to political science departments;
- Preparing our guidebook, newsletters, and other communications for the participants;
- Monitoring all registrations and payments;
- Replying to inquiries from participants and interested students;
- Drafting invitation letters and certificates for participants who require them;
You will be great at this job if: you have an excellent grasp of English and Spanish – knowledge of Portuguese would be beneficial; you have a great eye for detail to prevent spelling errors and make sure website links are all correct; you have good customer service skills and like to communicate with people; you are organized and know how to find documents and locate resources to assist others; you can create very organized spreadsheets; you are willing to jump in and help other teams when needed, especially on last-minute tasks.
2. Sponsorship and Grants Coordinator
The Sponsorship and Grants Coordinator is in charge of various tasks, including:
- researching grant opportunities and applying for grants;
- creating and managing sponsorship and advertisement packages and booklets to share with potential sponsors;
- mapping and securing potential sponsors – international, national, and local;
- researching international organizations and identifying key people to reach out to
You will be great at this job if: you have you want to learn a valuable skill like applying for grants and fundraising; you have a good command of Spanish and English and strong and persuasive writing skills; you are good at public speaking and presenting IAPSS over the phone to potential sponsors; you have political familiarity with organizations; you are persistent and driven; you are organized and can create spreadsheets to track donor responses; you’re strategic and like to plan when/how to reach out to people; you’re willing to dive right into the work.
3. Speakers Coordinator
The Speakers Coordinator is responsible for the conceptualization and setting-up of the speakers program of the Convention:
- researching, sharing, and gathering lists of potential speakers;
- contacting and confirming the speakers, overseeing similar processes with IAPSS partners’ speakers;
- communicating with booked speakers, and arranging logistical matters (e.g. accommodation details, meetings, presentation slides)
You will be great at this job if: you have familiarity with topics in political science and what topics would be interesting for students to hear lectured on; you attend think tank or educational speaker series; you are familiar with the important names in political science and can research good speakers; you have experience with program management; you respond to emails quickly; you have a strong command of English and Spanish, and an eye for detail to avoid spelling and formatting errors; you are thorough and think before you reach out (ex: conduct background checks or ensure that speakers don’t discuss politically-sensitive topics before reaching out); you’re sensitive to political issues and world events.
4. Promotion Coordinator
The Promotion Coordinator is in charge of the social media marketing of the Convention and is working towards the increase of the financial capabilities of the event by securing either partnerships or services. He/she/they will work closely with the Public Relations Department.
The Promotion Coordinator is in charge of various tasks, including:
- drafting and implementing the Convention’s social media communication strategies in cooperation with PR Department;
- helping to update and improve the Convention pages on the IAPSS website;
- digitally designing and adapting the materials of the Convention, including but not limited to the guidebook, certificates, and badges based on existing templates;
- reaching out to new partners for shared promotion;
- organizing social media calendars
*Knowledge of graphic design, video making, and Adobe Photoshop/InDesign/other design software programs, or willingness to learn independently, is highly preferred.
You will be great at this job if: you are familiar with social media platforms and like coming up with new social media strategies; you are creative; you are familiar with graphic design and are willing to make visually appealing social media visuals and promotional videos; you can take feedback; you’re familiar with political science organizations and can present/represent IAPSS to these potential partners; you are available to frequently update our social media platforms; you have good communication skills (on social media and with your team & supervisor); you can work with limited supervision but collaborate with your teammate; you are fluent in English and Spanish. Knowledge of Portuguese would be beneficial.
5. Fair Coordination Team
The Fair Coordination is in charge of organizing the 2023 Academic Convention Fair. The Convention Fair offers an engaging platform for students, academics, NGOs, think tanks, and political and diplomatic agencies to network and exchange ideas. The Fair Coordination Team will work closely with the Programs Department.
The Fair Coordination Team is in charge of various tasks, including:
- Mapping relevant stakeholders in Ecuador and neighboring countries;
- Developing, alongside the Head of Programs, Treasurer and Grants team, a contact and follow-up strategy;
- Reaching out to stakeholders and scheduling their participation to the Convention Fair;
- Overseeing communication with Fair participants before, during and after the Convention.
- Replying to inquiries from Fair participants and stakeholders interested in joining the Fair.
You will be great at this job if: you have knowledge of NGOs, think tanks and companies working on the Convention’s theme in Quito; you are familiar with the important names in the local entrepreneurial and political scene; you have experience organizing events and/or fairs; you respond to emails quickly; you have a strong command of English and Spanish, and an eye for detail to avoid spelling and formatting errors; you are thorough and think before you reach out.
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It is beneficial if candidates have experience with organizing events and/or conferences. All candidates must be bilingual in English and Spanish. Knowledge of Portuguese would be beneficial.
These positions are – as all other positions within IAPSS – voluntary and unpaid, and apply for the period from 30 July 2023 to 15 December 2023. Candidates must be able to travel to Quito for the dates of the conference. Some financial support for travel may be provided. Candidates from Ecuador, Peru, and Colombia will be prioritized.
To apply, please submit a CV and a letter of motivation (max. 1 page, referring to your experience, skills, interests, and plans related to the position of interest). Applications are accepted on a rolling basis. Shortlisted candidates will be invited for a Zoom interview. Please do not hesitate to contact us via academic@iapss.org or programs@iapss.org (for the fair team) in case of further questions or inquiries. All applications must be submitted in English.
