SGAC is looking for motivated and committed volunteers to bring their expertise and knowledge to the organization of the 4th North, Central America and the Caribbean Space Generation Workshop (NCAC-SGW) which will take place in San Jose, Costa Rica on June 26th, 2023

Deadline for Applications: Extended 5 February 2023

Role Descriptions

Program Team (3 positions)

The program team will be in charge of the creation and organization of the workshop’s program. Working Group Session and Speakers Session will be organized by the Program team. The Program Team can propose any ideas to make the workshop’s program more attractive.

Responsibilities

  • Developing and preparing the program and the topics for the event
  • Selecting moderators, speakers and coordinating with them for invitations
  • Organizing social events (International night, dinners, closing dinner, visits, …)
  • Coordinating a cloud-based collaboration among team members
  • Writing-related reports and documents
  • Estimate a budget needed for each event

Desired skills (although not required):

  • Broad connections with potential speakers and moderators
  • Writing skills in English

Estimated time commitment: 3-5 hours a week on average

Location Preference: Anywhere in NCAC.

Communications Team (3 positions)

This team will support public relations and advertising activities pertaining to the Workshop, working closely with the SGAC Public Relations (PR) and Communication Team, the Event Manager and Financial Manager.

Responsibilities

  • Writing press releases
  • Creating event Logos and Banners
  • Coordinating media relations and advertising before, during and after the Workshop
  • Coordinating social media communication
  • Coordinating with the Organizing Team and other organizations on promotion
  • Developing brochures and potential sponsorship/scholarship packages for the workshop

Desired skills (although not required):

  • Experience in Social Network Services
  • Writing skills in English
  • Experience in Designing

Estimated time commitment: 3-5 hours a week on average

Location Preference: 1 from Costa Rica, 2 anywhere in NCAC.

Delegate Team (2 positions)

This team will support Delegate related processes throughout the workshop including application, selection, communication before and after the Workshop.

Responsibilities

  • Coordinating all contacts with delegates, pre and post-selection
  • Coordinating hotels and providing travel information to delegates
  • Supporting the selection of delegates
  • Being the point of contact for delegates on issues/questions
  • Creating a Delegates’ Database

Desired skills (although not required):

  • Writing skills in English
  • Reading skills in English

Estimated time commitment: 3-5 hours a week on average

Location Preference: Anywhere in NCAC.

Logistics Team (5 positions)

This team will support the organization of the logistics aspects of the Workshop: Event Venue, Gathering, Social Event Program, Closing Dinner, etc. This team will create the estimated budgets for the event venues with the Financial Manager and Event Manager.

Responsibilities

  • Liaising with responsible persons for room booking and set-up for the Workshop
  • Organizing the gathering for the days of the Workshop
  • Finding hotels and travel information for the guest speakers
  • Good verbal communication in English and Spanish.
  • Work with the venue to coordinate and organize protocols of functioning.

Desired skills (although not required):

  • Experience in managing social events

Estimated time commitment: 3-5 hours a week on average

Location Preference: From San Jose, Costa Rica.

Financial Manager (1 position)

This position will create the overall budget for the event and support the Program Team, Communication Team, and the Logistics Team in terms of financial management with the Event Manager.

Responsibilities

  • Establishing a detailed budget plan for the overall event
  • Estimating budgets for different organizational phases of the workshop
  • Submitting the finalized budget to SGAC RCs and RECs latest one month after the event 

Desired skills (although not required):

  • Finance experiences

Estimated time commitment: 3-5 hours a week on average

Location Preference: Anywhere in NCAC.

Hosting Team (2 position)

This team will support Hosting related processes throughout the workshop including application of hosts, selection, matching profiles of the host and guest, and keeping communication before and during  the Workshop with the hosts and guests.

Responsibilities

  • Establishing a hosting-guest relationship plan
  • Matching the profiles of the host and guests
  • Submit list of guests and hosts of the event to revise with the Event manager 

Desired skills (although not required):

  • Hosting experience/exchange

Estimated time commitment: 3-5 hours a week on average

Location Preference: San Jose, Costa Rica.

For all the teams and members applying for these roles, the following necessary qualifications are mandatory and expected:

  • SGAC membership: registration on the SGAC website and below 35 years of age
  • Interest in the space and science sector
  • Ability to work in a fast paced, quick turnaround international environment and meet deadlines without compromising the quality of work
  • Good English skills with a keen eye for details
  • Good teamwork skills and a high degree of self-organization
  • Cross cultural and communication awareness: ability to establish and maintain professional working relationships with people from various international and cultural backgrounds

Benefits

  • Develop highly desirable leadership skills
  • Opportunity to work with SGAC’s global sponsors and international space partners
  • Successful applicants will also have the opportunity to enhance their management and team work skills through working with an international, interdisciplinary, and intercultural team.

How to Apply

To apply for this position, please complete our Vacancy Application Form by Extended 5 February 2023 (23:59 GMT-6) with the following documents as attachments:

  • A Letter of Intent (maximum 1 page)
  • Your CV (maximum 2 pages)
  • List of three past experiences and how they have prepared you for this role (maximum 1 page)

Only complete applications will be considered.

Application Timeline

Applications Open: Now
Applications Close: Extended 5 February, 2023

 

Review of applications and interviews will be done during the month of February. 

The outcome of the application will be communicated at the end of February.