Job Fair Manager

About Human for Human Organization (HFH)
Human for Human Organization (HFH) is a local Iraqi non-governmental organization committed to supporting communities and promoting sustainable development across Iraq. Through its programs and projects, HFH works to strengthen community capacities, improve access to opportunities, and address the needs of local communities. The organization is committed to inclusive development, accountability, and creating sustainable impact in the communities it serves.

Position: Job Fair Manager

Human for Human Organization is seeking a qualified female candidate to lead the management and organization of its Job Fair. The successful candidate will oversee planning, preparation, setup, operations, and closeout; manage the event teams; and coordinate with participating companies, sponsors, partners, and suppliers to ensure professional delivery and effective connections between employers and job seekers.

The Job Fair Manager will oversee the event from initial planning and preparation through venue setup, live operations, dismantling, and final reporting. The role requires strong leadership, coordination, organizational, and problem-solving skills to ensure professional event delivery, a positive experience for companies and visitors, and effective opportunities for recruitment, interviews, and professional networking.

Authority and Approval Limits
The Job Fair Manager is authorized to plan, coordinate, supervise, and manage the operational implementation of the Job Fair within the approved work plan and delegated authority. This includes assigning tasks, coordinating teams, monitoring performance, resolving operational issues, and recommending corrective actions. However, the Job Fair Manager is not authorized to independently approve expenditures, make financial commitments, sign contracts, or recruit and formally engage personnel. All financial and contractual approvals, procurement commitments, and personnel recruitment or engagement decisions remain subject to HFH’s authorized approval procedures. Any changes affecting the approved budget, contracts, or staffing arrangements must be submitted to the relevant authorized department for approval before implementation.

 
Position Details

Event Scope

The successful candidate will manage a job fair hosting 120 companies across three exhibition halls, with 40 companies per hall, plus a fourth hall dedicated to the stage, sessions, and meetings. She will also oversee the delivery of commitments to two Diamond Sponsors and three Gold Sponsors, alongside any additional sponsorship categories approved by project management.
Position Purpose
Lead the preparation and delivery of the Job Fair by translating its objectives into a clear, measurable operational plan. Ensure venue readiness, coordinated teamwork, a high-quality experience for companies, sponsors, and visitors, and effective delivery of recruitment activities, interviews, and professional networking.

Duties and Responsibilities

1. Planning and Overall Management
• Develop a comprehensive implementation plan covering preparation, setup, operations, dismantling, and closeout.
• Define activities, timelines, responsibilities, and dependencies across teams.
• Identify staffing, technical, and logistical requirements in coordination with relevant team leads.
• Prepare the operational budget and monitor expenditure in coordination with the finance team.
• Develop a risk register and response plans covering setup delays, system failures, overcrowding, and participant absence.
• Lead coordination meetings, document decisions, and follow up on agreed actions.
• Establish approval deadlines for the floor plan, program, printed materials, and participant lists.
• Monitor implementation progress and submit regular reports to the Project Manager.
2. Participating Companies and Booth Management
• Oversee outreach to and confirmation of 120 participating companies, including collection of required documents and information.
• Supervise a company database covering company names, sectors, contact persons, booth locations, technical requirements, and job opportunities.
• Review company allocation across halls in coordination with the Operations and Company Relations Officers.
• Ensure participating companies receive a standardized guide covering instructions, schedules, services, and contact details.
• Follow up on the timely submission of company directory content, signage information, and promotional materials.
• Verify that advertised vacancies, eligibility requirements, and application procedures are clear.
• Establish procedures for handling company requests, complaints, and changes.
• Ensure changes to booth locations or allocated spaces receive appropriate approval and documentation.
3. Sponsorship and Partnership Management
• Oversee the implementation of sponsorship agreements and approved benefits for each category.
• Monitor commitments to the two Diamond Sponsors, three Gold Sponsors, and any other approved categories.
• Review logo placement, display dimensions, and advertising content in coordination with the communications team.
• Ensure conflicting exclusive rights are not granted to multiple entities.
• Monitor in-kind contributions and document their receipt and approved value.
• Assign a single point of contact for each sponsor and maintain a record of agreed and delivered benefits.
• Compile evidence of sponsorship delivery, including photographs, links, and relevant outputs.
4. Operations, Setup, and Logistics
• Monitor the readiness of halls, booths, furniture, stage, screens, sound systems, and lighting.
• Review the layout of registration points, aisles, directional signage, waiting areas, and interview spaces.
• Coordinate with venue management on electricity, internet, cleaning, loading, and unloading.
• Supervise equipment inspections and conduct a technical rehearsal before opening.
• Approve readiness checklists and identify outstanding issues, corrective actions, and responsible persons.
• Organize access schedules for suppliers, companies, and staff during setup and dismantling.
• Oversee venue handover and return, documenting its condition and any relevant observations.
5. Stage, Sessions, and Meeting Management
• Prepare the schedule for the opening ceremony, sessions, workshops, and meetings, and submit it for approval.
• Coordinate speakers, the master of ceremonies, protocol staff, and the technical team.
• Review speaker presentations and technical requirements before the program begins.
• Manage transitions between program segments and communicate unexpected changes to relevant teams.
• Organize meeting spaces to minimize interference from sound and visitor movement.
• Ensure company-sponsored sessions and program segments are clearly identified.
6. Team Leadership and Participant Services
• Develop the operational structure and define responsibilities and authority limits.
• Assign tasks and supervise team leads, coordinators, assistants, and volunteers.
• Prepare shift schedules, breaks, and backup coverage for critical functions.
• Conduct a joint briefing for all staff and volunteers before opening.
• Oversee visitor reception, guidance, and accessibility for persons with disabilities.
• Ensure every team member understands their assigned location, duties, reporting line, and escalation procedures.
• Resolve issues beyond the authority of hall coordinators and team leads.
7. Safety and Incident Response
• Coordinate with venue management and the Safety Officer to prepare emergency and evacuation plans.
• Ensure exits, aisles, and emergency equipment remain unobstructed.
• Confirm that first-aid points, assembly areas, and emergency contact numbers are clearly identified.
• Suspend affected activities when an immediate hazard arises, in accordance with the emergency plan and delegated authority.
• Document incidents, responses, and actions taken, and report them to project management.
8. Monitoring, Evaluation, and Closeout
• Establish methods for measuring attendance, interviews, advertised vacancies, and satisfaction.
• Review daily operational reports and address issues during the event.
• Verify data quality and distinguish unique visitors from repeat visits.
• Oversee feedback collection from participating companies, visitors, and sponsors.
• Prepare the final report, lessons learned, and post-event follow-up plan.
• Follow up on supplier closeout and the handover of assets and records to the responsible teams.

Required Deliverables

The Manager will coordinate with the following teams, provided by venue management or suppliers. These teams are additional to the core and on-site operations teams:

• Booth and Furniture Setup: Installation, maintenance during the event, and dismantling.
• Sound, Screens, and Lighting: Technical operation, testing, and direct stage support.
• Electricity and Internet: Approved connections, inspections, and fault resolution.
• Security and Entry Control: Venue protection and access management under the approved plan.
• First Aid: Initial medical response and referral when required.
• Cleaning and Venue Services: Continuous cleaning of halls and facilities and waste collection.
• Photography and Documentation: Coverage of activities and companies and fulfillment of documentation requirements.
• Transport and Loading: Transport of materials and people and coordination of loading and unloading when required.

Staffing levels for these teams will be determined according to the venue, expected visitor numbers, operating hours, and hall management requirements.

Reporting Lines and Working Arrangements

The Job Fair Manager reports directly to the Project Manager. Team leads report to the Job Fair Manager, while coordinators, assistants, and volunteers report through their respective functional leads.

• Each team member receives daily instructions from one direct supervisor.
• Company-related issues are referred to the Company Relations Officer, while setup issues are referred to the Operations Officer.
• Requests to change sponsorship benefits or locations are submitted to the Manager for the required approval.
• Safety risks are immediately reported to the Safety and Operations Officers, with the response activated according to the emergency plan.
• Operations are coordinated through a central office holding the floor plan, program, contact list, and issue log.

A readiness briefing is held before opening, followed by a short operational debrief at the end of each day.

Required Qualifications and Experience

• A university degree in Business Administration, Project Management, Marketing, or a related field.
• At least five years of experience organizing exhibitions, conferences, and events, including leadership of an event involving multiple stakeholders.
• Experience managing suppliers, operational budgets, and on-site teams.
• Ability to prepare implementation plans, schedules, risk plans, and reports.
• Strong leadership, negotiation, coordination, and problem-solving skills.
• Ability to manage simultaneous tasks and make practical decisions under pressure.
• Fluency in Arabic and working knowledge of English.
• Proficiency in Microsoft Office and work-tracking and data tools.
• Availability for on-site work during setup, implementation, and dismantling.

Interested and qualified candidates are invited to submit their applications by email to jobs@h4hi.org.

Applicants must submit an updated Curriculum Vitae (CV) in PDF format and a Cover Letter.

Please ensure that the email subject line contains Job Fair Manager.

Only shortlisted candidates will be contacted.

Human for Human Organization (HFH) reviews applications on a rolling basis and reserves the right to close the vacancy before the announced deadline.

Application Deadline: 20 October 2026.

Eligibility: This assignment is open to female candidates only.