SGAC is looking for motivated and committed volunteers to bring their expertise and knowledge to the organization of the 7th Asia Pacific Space Generation Workshop (AP-SGW) which will take place in Hanoi, Vietnam at the end of year 2020.

Deadline for Applications: 14 May 2020

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.


  • 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

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.


  • 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 sponsors and supporters
  • Coordinating with the Organizing Team and other organizations on promotion
  • Developing brochures and potential sponsorship/scholarship packages for the workshop
  • Coordinating hotels and providing travel information to delegates, guests and speakers

Desired skills (although not required):

  • Experience in Social Network Services
  • Writing skills in English
  • Experience in managing sponsorships for events

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

Delegate Team (2 positions)

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


  • Coordinating all contacts with delegates, pre and post-selection
  • 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

Logistics Team (3 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.


  • 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

Desired skills (although not required):

  • Vietnamese skills
  • Local to Vietnam (Preferably in the Hanoi area)
  • Experience in managing social events

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

Risk Manager (1 positions)

This position will supervise various risks such as risk of COVID-19 with Logistics Team and Event Manager. The Risk Manager will contribute to the judgement of postponement or cancellation of the workshop.


  • Gathering information regarding the risk of each country within the region
  • Checking the guidelines issues by national authorities in respective countries
  • Checking with experts/speakers/sponsors about their travel restrictions 
  • Considering and judging postponement or cancellation with rapid changing situation

Desired Skills (although not required)

  • Risk management experience

Financial Manager (1 positions)

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.


  • 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

Necessary Qualifications

  • 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


  • Develop highly desirable leadership skills
  • Opportunity to work with SGAC’s global sponsors and international space partners
  • Opportunity to receive discounts to attend the AP-SGW 2019
  • 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 by 14 May 2020 (23:59 GMT) 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

Application Open 1 May 2020
Application Close 14 May 2020
Review of Applications 15 to 20 May 2020
Announcement of Results 21 May 2020


**Please note that above mentioned timeline and the event itself may be changed later on depending on the COVID-19 situation.