Call for Applications | Coordinators for IAPSS World Congress 2018

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 Call for Applications for World Congress Coordinators

of the International Association for Political Science Students (IAPSS), for the organisation of the IAPSS World Congress 2018 in Paris, France.

Deadline for Application Submissions: 17 September 2017 (19:59 CEST)

The International Association for Political Science Students (IAPSS) – the largest international organisation representing students of political science and related disciplines worldwide – offers unique opportunities for students and young researchers to grow professionally and personally in a global network. IAPSS is hereby launching a Call for four Coordinators tasked with the organisation of the IAPSS World Congress 2018 in Paris (France) together with the already elected Head of World Congress Department and Congress Program Coordinator, Speakers. The positions are all in the World Congress Department.

The world’s largest annual academic conference for students of political science and related disciplines, the IAPSS World Congress 2018 will take place in Paris, France, between the 24th and 28th of April 2018, on the theme “Diversity and Globalisation”.

We are looking for candidates for the following positions: Administration Coordinator; Program Coordinator, Panels; Logistics Coordinator; and Sponsorship and Media Coordinator.

Congress 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 Congress (event survey, data assessment).

Knowledge of WordPress and Mailchimp is not required, although appreciated.

Congress Program Coordinator, Panels

The Congress Program Coordinator, Panels (also Congress Panels Coordinator) is primarily in charge of the administration of the student panels, and cooperates closely with the IAPSS Academic Coordinator and the Academic Committee, a newly formed body in charge of the academic management (review and selection of abstracts, papers, scholarships and awards recipients) of the World Congress. The 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 of an academic conference (attending/organising) is desirable.

Congress Logistics Coordinator

The Congress Logistics Coordinator is responsible for the creation and management of the social program, as well as all logistical matters of the World Congress, which includes tasks such as:

  • overseeing the venue(s) management of the World Congress 2018;
  • drafting and implementing the social program;
  • putting together and supervising a team of volunteers that will assist prior to and during the conference;
  • arranging and managing all other logistical aspects (e.g. catering, printing) prior to and during the conference.

For this position, candidates based in Paris and having a good knowledge of the city will be considered first. Prior experience in event management is an asset.

Congress Sponsorship and Media Coordinator

The Congress Sponsorship and Media Coordinator is in charge of the social media marketing of the World Congress 2018, and is working towards the increase of the financial capabilities of the event, by securing either sponsorships or services.

  • drafting and implementing the Congress’ social media communication strategies;
  • designing and adapting the printed materials of the Congress, such as but not limited to guidebook, certificates, badges, based on existing templates;
  • creating and managing sponsorship and advertisement packages;
  • mapping and securing potential sponsors – international, national and local.

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

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

  • writing website, newsletters, and guidebook contents related to their fields;
  • maintaining and/or improving the guidelines and handover documents related to their positions;
  • other department-related tasks assigned by the Head of the Department.


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 during 8 months (October 2017 – May 2018) to the execution of the various tasks that come together with the positions;
  • available and present in Paris between the 22nd and 28th of April 2018, in order to attend the World Congress, its preparatory meetings, and IAPSS Board-related meetings;
  • excellent command of the English language (spoken and written) and strong communication skills;
  • current or recent enrolment in a political science or related programme (of any educational level including undergraduate, graduate studies, or PhD position);
  • experience in and willingness to work with a high degree of organisational 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 Position

The positions are – as all other positions within IAPSS – voluntary and unpaid, and apply for the period from the 1st of October 2017 to the 31st of May 2018. Costs and expenses related to the execution of the position (e.g. for travel, accommodation, public transport) are covered by IAPSS (budget allowing).

Apply until the 17th of September 2017!

IAPSS Membership

Occupying one of the positions implies that you are a member of IAPSS at the moment of your installment (October 1, 2017). IAPSS membership embraces a wide range of benefits and services and comes at a student-friendly rate of either 10 or 15 EUR p.a. 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 no later than the 17th of September 2017.

All applicants will be notified within 7 working days from the 17th of September 2017.

Shortlisted candidates will be invited for a Skype interview. The instalment will take place on October 1. Please do not hesitate to contact us in case of further questions or inquiries.

On behalf of the IAPSS Executive Committee,

Eren Demirbaş

Head of the World Congress Department
Member of the Executive Committee
International Association for Political Science Students (IAPSS)
Nijmegen | The Netherlands | +41 79 510 87 79 | |

Executive Committee
The Executive Committee is the executive body of the association. It consists of the President, Secretary-General, Treasurer, Head of the Academic Department, Head of the Events Department, Head of World Congress, Head of Convention and Head of the International Cooperation & Public Relations Department. Members are normally elected to this body at the General Assembly, taking place in April each year.

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