IAPSS World Congress Coordinators

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 2021 World Congress, the first virtual iteration of the event due to COVID-19. Coordinators are expected to work together with the World Congress Heads and the IAPSS President.

IAPSS’ largest annual academic conference for students of political science and related disciplines, will take place online between the 10th and 14th of May 2021 and will feature the theme Democracy, Identity, and Power.

We are looking for candidates for the following positions:

• Administration Coordinator (1 position)
• Sponsorship and Grants Coordinators (2 positions)
• Speakers Coordinators (2 positions)
• Promotion Coordinators (3 positions)
• Panels Coordinators (2 positions)

Administration Coordinator

The Congress Administration Coordinator is in charge of various tasks, including:

• sending invitations for the conference to political science departments;
• preparing newsletters and other communications for the participants;
• monitoring all registrations and payments;
• replying to inquiries from participants and interested students;
• drafting visa invitation letters for participants who require them;
• setting-up the evaluation process of the World Congress (event survey, data assessment). Knowledge of Mailchimp is appreciated.

Sponsorship and Grants Coordinators

The Sponsorship and Grants Coordinators are in charge of various tasks, including:

• working with the IAPSS Financial Administration Department to secure grants;
• creating and managing sponsorship and advertisement packages;
• identifying, contacting, and securing potential sponsors – international, national and local.

Speakers Coordinators

The Speakers Coordinators are responsible for the conceptualization and setting-up of the speakers program of the World Congress:

• drafting the speakers program of the World Congress:
• creating, sharing, and gathering lists of potential speakers
• contacting and securing the presence of speakers, overseeing similar processes with IAPSS partners’ speakers;
• communicating with booked speakers, and arranging logistical matters (e.g. accommodation details, meetings, presentation slides)

Previous experience with program management is highly desirable.

Promotion Coordinators

The Promotion Coordinators are in charge of the social media marketing of the World Congress and work towards the increase of the financial capabilities of the event by securing either sponsorships or services. They work closely with the Public Relations Department.

• drafting and implementing the Congress’ social media communication strategies, in cooperation with the Public Relations Department
• helping to create, update, and improve graphics and designs related to the World Congress
• designing and adapting the digital materials of the World Congress such as but not limited to the guidebook, certificates, and badges based on existing templates

Knowledge of Adobe Photoshop and/or InDesign, or willingness to learn independently, is appreciated.

Panels Coordinators

The Panels Coordinators are primarily in charge of the administration of the student panels, and cooperate closely with the IAPSS Academic Committee, the body in charge of the academic management (review and selection of abstracts, papers, scholarships and awards recipients) of the World Congress. Responsibilities include:

• creating and managing various submission platforms – abstract, papers, travel grants and chair/discussant applications;
• replying to inquiries from paper presenters, chairs and discussants;
• preparing communications and documentation for panelists;
• finalising the student panels together with the IAPSS Academic Committee;
• drafting letters of acceptance for panelists who require them;
• supervising the on-site management of the student panels

Knowledge of WordPress and Mailchimp is not required, although appreciated. Previous experience from attending and/or organising academic conferences is desirable.

Furthermore, all position-holders have common responsibilities, such as:

• participating in weekly online meetings with the World Congress Team.
• writing website, newsletters, and guidebook contents related to their fields;
• maintaining and/or improving the guidelines and handover documents related to their positions;
• other tasks assigned by the IAPSS President or World Congress Heads.

Profile

All positions require:

• a high degree of mutual responsibility, motivation, self-initiative and dedication, combined with reliability and flexibility with regards to the work in a highly international environment with a strong intercultural competence;
• readiness to devote approximately 10 hours per week to the execution of the various tasks that come together with the positions;
• availability to be online between the the 22nd and the 28th of May 2020 in order to attend the World Congress.
• excellent command of the English language (spoken and written) and strong communication skills;
• current or recent enrollment in a political science or related program (of any educational level including undergraduate, graduate studies, or PhD position);
• Experience and willingness to work with a high degree of organizational and conceptual freedom, but punctual and committed to adhere to work-related frameworks.

It is beneficial if candidates have:

• experience with organising events and/or conferences;
• attended IAPSS events in the past.

Framework of the Positions

The positions are – as all other positions within IAPSS – voluntary and unpaid, and apply for the period from the day of appointment to the 31st of May 2020. Costs and expenses related to the execution of the position (e.g. hardware, software, internet connection) are NOT covered by IAPSS.

IAPSS Membership

Occupying one of the positions implies that you are a member of IAPSS at the moment of your installment. IAPSS membership embraces a wide range of benefits and services and comes at a student-friendly rate ranging from 2.45-15 EUR per year depending on your country of origin. Discounted rates are available for two-year memberships.

Please send your CV, a letter of motivation (max. 1 page, referring to your experience, skills, interests, and plans related to the position of interest) to worldcongress@iapss.org no later than 31 January 2021.

Only applicants selected to proceed to the interview stage will be notified within 7 working days of the application deadline.

Shortlisted candidates will be invited for an online interview. The official installment will take place soon after, but you will be integrated into the running work processes right after the acceptance of the position. Please do not hesitate to contact World Congress Heads Ahmet Kaan Ketboga and Crystal Staebell at worldcongess@iapss.org in case of further questions or inquiries.