Job Description:

Administrative and Logistical Support Duties

• Coordinate the overall production schedule and administrative work regarding HIVAES and Dunhuang Exhibition.
• Prepare correspondence such as letters and emails to schools, speakers, teachers, guests, etc.
• Assist in drafting promotional materials like promotional articles, FB posts, event folder.
• Handle enrolment, attendance, evaluation for all activities and check the accuracy of information.
• Provide assistance regarding procurement tasks, such as identifying potential service providers, preparing related documents, etc.
• Handle submission of entries for the student competition, HIVAES exhibition and organise adjudication.
• Handle all the administrative and logistic tasks regarding HIVAES and Dunhuang Exhibition.
• Keep accurate records of files and relevant documents according to record management.
• Proofread and keep records of the materials involved.
• Provide regular updates to all parties involved regarding project progress and changes.
• Organise, upload, and provide logistical support to the development of the L&T materials.
• Handle copyright clearance.
• Provide necessary on-site support.
• Conduct research on matters related to HIVAES and Dunhuang Exhibition Carry out any other duties assigned by the Government Representative.

Design and Editorial

• Compile, collate, typeset, proofread, edit and design the text content of printed and promotional materials, such as exhibition boards, programme book, banners, backdrops, posters, souvenirs, certificates, learning and teaching (L&T) materials.
• Review and provide comments on photographs and videos.

Communication and Coordination

• Coordinate and arrange work meetings with the Government Representative 13 supporting organisations, 14 keynote speakers, 11 workshop facilitators and other partners.
• Communicate with service providers regarding the progress and logistics of HIVAES and Dunhuang Exhibition.
• Coordinate with schools and universities for inviting participants.
• Coordinate enrolment for over 2 000 local and non-local participants.
• Respond and handle enquiries.
• Address any concerns or issues raised by participants, speakers and workshop facilitators.
• Report to Government Representative about the progress of HIVAES and Dunhuang Exhibition.