Executive Assistant to President & Biennale Director

  • Reports to: President, Kochi Biennale Foundation
  • Contract: Full-time, 12 months

Main Duties 

Administrative Support

  • Arranging and scheduling meetings, managing schedule conflicts and preparation of all required paperwork and documents prior to and following meetings. 
  • Drafting of extensive formal correspondence and communications. 
  • Proofreading and formatting documents for Kochi-Biennale Foundation official responses. 
  • Reviewing and prioritising incoming correspondence, including emails. 
  • Ensuring follow up or resolution of actions on behalf of the President & Biennale Director. 
  • Liaising with Heads of Department regarding deadlines and preparation of documents and reports. 
  • Assisting the President & Biennale Director with management of conflicting deadlines. 
  • Researching and preparing meeting agendas and notes. 
  • Primary contact for Kochi Biennale Foundation Trustees
  • Attend Trustee Meetings and write minutes of their meetings, follows up on their decisions and maintain their archives
  • Prepare, review, collate and distribute Foundation reports. 
  • Track and manage the President & Biennale Director budget and reconcile expenses
  • Database updates and maintenance. Manage President & Biennale Director contacts database. 
  • Supporting Artist, Patron, Trustee, Government & VIP, National and International Partners relationships as needed 
  • Supporting President & Biennale Director as required during the Biennale and other busy periods with regards to tickets, guests, media and other requirements
  • Develop and maintain filing systems. 
  • Organise all aspects of itinerary, travel and accommodation and recoupment of expenses for President & Biennale Director. 
  • Preparing presentations for meetings and conferences etc
  • Assist with the organisation of internal events, including casual and formal social events. 
  • Support the Finance and administration team during financial audits 
  • Other duties as required. 

Additional Responsibilities

  • Assisting the Director of Programmes in content creation for KMB Social Media Platforms
  • Assisting all departments of KBF in communication with media as required
  • Assisting the Director of Programmes in the Student’s Biennale as required

Click here to apply.

Students biennale coordinators

  • No of positions : 02
  • Location : Kochi

Main Duties 

Programmes

  • Manage and lead the realisation of the Student’s Biennale exhibitions and projects. The SB coordinator will be the primary contact for curators, the foundation and the students.
  • Coordinate with staff at the art schools and facilitate communications between the students, staff and curators of SB.
  • Plan travel for research visits with curators, during workshops and other programmes conducted in various art schools. The coordinator may also be required to travel to art schools and attend orientations and workshops for monitoring and reporting processes.
  • Work with and support the Director of Programmes in the organisation and planning of all KBF Programmes including Students Biennale and Art by Children (ABC) Programme.
  • Work with the Production Managers and Curators to budget the exhibition and execute its installation and maintenance including sites, refurbishment, exhibition design, texts, lighting and shipping.
  • Support the finance team for the procurement of invoices from Curators and Students for auditing purposes.
  • Lead the Programme Team to plan its work to develop and deliver the year-round integrated programme of commissions, talks and events, education activity, public art projects and publications.
  • Ensure that the planning and delivery of all aspects of the programme are well managed, with strong and clear lines of delegation of roles and structured team working.
  • Ensure that interdependences and communication with Marketing, Development, Operations and Finance teams are very clear.
  • Write and edit programme reports and funding reports for projects.
  • Produce Programme Team Board Reports in accordance with the agreed schedule and house style, for each Board or sub-committee meeting.
  • Administer and monitor all contracts and budgets, work with the Production Manager in ensuring the smooth organisation of logistics, transport, security, registration and insurance of commissions.
  • Ensure that all aspects of the Programme are integrated and delivered on time and within budget.
  • Liaise, communicate, convene, attend and record meetings, and oversee the general ‘hosting’ of artists and guests.
  • Have overall responsibility for the production, installation, maintenance and de-installation of Student’s Biennale exhibitions and projects.
  • Oversee the production schedules of Student’s Biennale exhibitions and public realm commissions, and work with artists to problem solve.
  • Support and negotiate with artists and sponsors as needed.
  • Assist the Director – Programmes in the formal (contractual) relationships between contractors, curators and partners.
  • Develop and deliver artist residencies and workshops
  • Initiate and lead regular meetings with the Programme, Production and Marketing teams.
  • Liaise with Biennial partners and venues, on a regular basis, ensuring that venue staff are fully briefed on schedules, installation plans and artists’ requirements.
  • Coordinate with the Production Manager, artist site visits, including site research, transport, access and permissions.
  • Respond to maintenance enquiries during the Biennale, ensuring that all Student Biennale exhibitions and installations are running smoothly.
  • Structure an efficient recording and upkeeping of information within the department.

Management of Finances 

  • Provide regular financial updates to the Director and Head of Finance.
  • Plan, forecast and manage the budgets (as agreed in advance with the Director) for the programme and commissions, including the preparation, administration and monitoring of contracts with artists, curator’s partners and with non-partner venues.
  • Assist in preparing financial reports for all programmes
  • Have lead responsibility for programme petty cash, including per diems for artists, freelance curators and volunteers etc.

Staff Management

  • Line manages the Programme Coordinator, coordinate and manage the workload for Volunteers, Mediators, Interns and Trainees.
  • Work with HR Consultant, to ensure that that the team of mediators and volunteers are recruited in good time, properly trained and that they interact with audiences and manage the venues and artworks during the Biennale, with appropriate and support and supervision.
  • Strengthen networks, liaise and deal with enquiries from partners, stakeholders, galleries, arts professionals, outside agencies, community groups and the general public.

General

  • Develop and maintain filing systems for the Programmes Department
  • Prepare presentations for meetings and conferences, and marketing pitches
  • Support the Finance and administration team during financial audits 
  • Maintain and update of KBF database 

Click here to apply.

Production Manager

  • Reporting to : Biennale Director, Director of Programmes, Curator, Managing Committee and CEO.

The Production Manager is a crucial leadership role, responsible for managing all technical and physical planning aspects of the exhibition including exhibition budget development and tracking, coordinating the submission of License Agreements, Artist Agreements, Loan Agreements and development applications for Artworks, working directly with artists on their projects, management of the Operational Team and the Technical Team, support the accounts team in submitting vouchers, invoices, and bills, planning and oversight of the installation and de-installation processes and day to day relations with Exhibition Partners.

During the exhibition, the Production Manager is based both at the KBF office and across the Kochi-Muziris Biennale (KMB) venues.

The Production Manager reports directly to the Biennale Director, Director of Programmes, Curator, Managing Committee and Administrative Officer.

The Production Manager should:-

  • Work with Biennale Director, Curator and Director of Programmes for setting up and running of KMB 2022.
  • Write, review, and administer contracts where necessary. 
  • Gather technical riders and install riders from the artists and strictly follow the same. In the case the requested specifications are not available, find out the next best options and negotiate with the artist.
  • Coordinate various teams on ground – contractors, consultants, production staff and volunteers. Liaise with various KBF departments and keep communication transparent and updated, and all actions approved. Manage related agreements, budgets, and timelines.
  • Liaise with artists to coordinate all aspects of setting up. Negotiate loans where relevant with artists, collectors, public and private institutions. With the exhibition team, oversee all incoming information and material relating to the artists, works and installation requirements. Maintain communications with artists until return of work.
  • With the assistance of the Production Team and the Shipping Agents, prepare and supervise installation and unpacking and de-installation and repacking of the exhibition in conjunction.
  • Work closely with Admin, HR and Finance Divisions to supervise the order, purchase and rentals of all materials and equipment for exhibition.
  • Should arrange all necessary documents /information required for the insurance cover of each Artwork to be forwarded to the Insurance Company the moment transit of each Artwork begins.
  • Manage and support the exhibition in tasks with regards to venue preparation, logistics, transport, install and de-install, security, registration and insurance of all the artworks commissioned and loaned for the exhibition.
  • To ensure that appropriate advice/signage is presented at exhibition venues. 
  • Oversee the handling, packing notes, registration and condition reporting of all works in the exhibition at all venues.
  • Be responsible for establishing and maintaining key schedule dates for every project.
  • Budgetary control and the formation of estimates of expenditure for exhibitions. 
  • Lead, coordinate and manage exhibitions according to the project planning process to ensure efficient and cost-effective delivery of projects. Day-to-day management and administration of those projects. 
  • Lead invigilation and maintenance of work and venues during the course of the Biennale, and supply regular condition reports.
  • Ensure all relevant paperwork is filed and archived at KBF
  • Develop a project close-out manual to include debriefing, improvement points etc.

Click here to apply.

Programmes Manager

  • Location     :  Kochi
  • Responsible to : Director of Programmes, Administrative Officer, & Biennale Director

Job Responsibilities

  • Assist the team in executing the ongoing projects at KBF and providing primary support in production, coordination, planning and execution.
  • Monitor and maintain budgets for specific programmes, including education and public programmes, publications, limited editions, and archiving. This includes obtaining estimates and processing invoices.
  • Write Grants and work with the various teams to develop presentations, proposals and information packets.
  • Liaise with the Communications, Marketing and Finance departments to realise various tasks that may enable smooth office operations and effective communication.
  • Research, write, and copy-edit texts; obtain images and copyright permissions for use in publications and communication materials, including website.
  • Coordinate temporary project helpers, interns and other freelance employees.
  • Work together with other members of the team to assist with PR and database-related communications, organisation, and scheduling.
  • Carry out supportive research.
  • Assist the Director of Programmes and International Partnerships and Programs with fundraising applications and monitoring reports.
  • Assist with research for funding opportunities
  • Support and programme manage the residency Programme. Work with the Director of Programs to manage open calls, applications, liaising with funders and organize selection panels to shortlist and select resident artists.
  • Collect material and when relevant conduct interviews with visiting artists in order to produce material for the website with the photography, video lab and documentation teams.
  • Issuing visa documentation, organizing travel and welcome packs with the Director of Programmes and Finance Departments for all visiting artists.
  • Provide visiting artists with practical, pastoral and administrative support for the artists
  • With the Director of Programmes manage and run Open Studios and other residency events.
  • Acting as first point of contact for general email and phone enquires about the residencies programme and responding where directed
  • Maintain relationships with existing and potential funders
  • Produce written reports for funded projects
  • Advocate for the organisation and contribute to patrons and fundraising events
  • Contribute to maintaining the relevant sections of websites
  • Contribute to growing and maintaining KBF’s mailing list
  • Contribute to growing and maintaining KBF’s social media platforms
  • ​​Organise professional photography and all other documentation material (prior to the opening) for each exhibition. Make the material available asap for marketing and communication purposes.
  • Acting as first point of contact for general email and phone enquires about the exhibitions programme and responding where directed

Click here to apply.

Programme Manager

Reporting to: Curator & Artistic Director, Biennale Director, Director of Programmes

Job Responsibilities –  Programmes Manager (Curatorial)

Assist the Curator and Artistic Director works closely with Artistic Director and Biennale Director and supports them in the administration and delivery of the Exhibition at KMB 2022-23

The curatorial assistant needs to be highly organised, adaptable, with good communication skills, and able to multitask, and work under pressure. S/he will be required to work with multiple aspects of the biennale, and the various teams handling them.

PROGRAMMES MANAGER: CURATORIAL

SCOPE OF WORK

Work closely with the Curator to maintain timelines, production schedules and conversations with all parties including the foundation, artists, funders, galleries, production team, Shipping agency, PR agency and volunteers.

  • Work closely with the Curator to maintain timelines, production schedules and conversations with all parties including the foundation, artists, funders, galleries, production team, Shipping agency, PR agency and volunteers.
  • Be excellent at Microsoft office and maintain detailed records as requested by the Curator. These will include collating funding sheets, persons of interest information and artist files.
  • Liaise with the artists, their funding agencies and galleries to maintain up to date conversations. Follow up with them on the progress of works (if they are commissioned new works), maintain an artist sheet with their updated bio, technical specifications, images of the work, artist portraits and details of the work.
  • Support the curator in writing funding proposals; develop budgets and any other requirements as requested by the funding agency.
  • Participate in the meetings and maintain minutes of the meeting, and any necessary follow-up as decided therein.
  • Assist with management and oversee the production of the exhibition. Liaise with the artists, production team, vendors and volunteers to ensure smooth and timely installation; oversee interns/volunteers.
  • Conceptualise with the curator and work with the Media and Documentation team to develop material for the Biennale’s publication including short film on the artists, artist portraits, documentation of artist visits and biennale film amongst other material.
  • Assist in the planning and installation of exhibitions, including management of checklists, schedules, loans, and databases; serving as liaison with the Chief Curator’s internal and external contacts, including artists, trustees, donors, production and PR and Foundation departments, Publications, and Research Resources.
  • Oversee the Travel logistics team to ensure travel, lodging and maintenance of any parties invited to Kochi for Biennale purposes is arranged and met.
  • Confirm the arrangement of individual itineraries of speakers/artists and transport with the Foundation team.
  • Co-ordinate, collate and prepare curatorial information to meet press and marketing deadlines. Co-ordinate and oversee the social media strategy implementation.
  • Along with the Curator oversee and ensure all projects and curatorial activities are suitably promoted and well documented.

QUALIFICATIONS:

  • Interest in Arts Management with an understanding of Contemporary Art. A degree in the arts and/or humanities is an added advantage.
  • Previous work experience in a museum, gallery, foundation, non-profit, artist studio, or artist run space or a similar organisation.
  • Excellent administrative, organizational and project management skills.
  • Strong interpersonal and communication skills and the ability to work with and lead teams.
  • Experience in producing events is an advantage.
  • A strong knowledge of and interest in contemporary art, as well as in one or more among: live art, theatre, film, music and theory.
  • You will be able to prioritise your work to meet deadlines and be able to maintain attention to detail under pressure.

Click here to apply

Administrative Officer

  • Location : Kochi
  • Responsible to : President & Management Committee
  • Primary purpose of Job : HR, Govt Liaison, Legal Matters and Agreements & Contracts Stores / Inventory and Estate Management

Job Responsibility

  • Implementation of HR Policies.
  • Handle full employee life cycle activities such as recruitment and onboarding. 
  • Personal management and exit management.
  • Coordinate Annual Performance & Salary Review.
  • Orders of Increment, DA Increase etc.
  • Send reports etc to Govt. bodies and Senior Management wherever necessary.
  • Facilitate training needs including appropriate training programmes.
  • Handling grievances and disciplinary issues.
  • Maintain records of leave, list of holidays at the beginning of every year.
  • Maintain attendance register.
  • Manage Insurance cover for Artworks brought for the exhibition.
  • Liaise with Relevant Govt. Agencies for the smooth functioning of the Biennale like the Ernakulam Collectorate, Cochin Corporation, GCDA, Ernakulam District Police, Labour Commissioner, Fire Divisional Office, KSEB, Transport Commissioner, DTPC, Port Trust, Coast Guard, Indian Navy etc.
  • Contracts and agreements to be prepared and (if necessary legal assistance may be obtained).
  • Administrative Officer may be required, in case of necessity, to perform any other duty assigned.
  • Fixed Assets.
  • Non Consumable Stores.
  • Consumable Stores.
  • Stationery.
  • Administer and manage in-house stock and inventory.
  • Inventory Management & Updating all connected registers.
  • Control inventory levels by administering physical counts, reconciling with data storage systems.
  • Organize and manage rentals of properties including accommodation and office buildings.
  • Office  estate management – i.e., administer the management of daily activities of housekeeping to include appropriate cleaning of all offices, concourses, seating areas, wash rooms, dining room, conference hall and other spaces.
  • Renting of Spaces Required as Venues for KMB.
  • Obtaining for purchases and processing the purchase/ other works.
  • GM (Admin) may be required, in case of necessity, to perform any other duty assigned.

Click here to apply.

KBF Fellowship Programme

Deadline : July 31, 2022

  • Position Type : Fellowship
  • No of positions : 02
  • Stipend : INR 20000

The Kochi Biennale Foundation invites applications for two fellow positions to work with the Programmes & Curatorial departments at the foundation and the Kochi-Muziris Biennale. This will be for a period of 6 months, beginning in August 2022 and is a full-time position – 5 days a week – and based out of Fort Kochi in Kerala, India. This is a paid opportunity for aspiring arts and culture workers, curators and managers. Experience with archival research and writing is preferred.

The fellowship responsibilities include working closely with the curatorial and programme teams facilitating production, communications, exhibition work and artist liaison, writing, publications, planning and executing events and residencies.

We welcome applicants from a diversity of backgrounds and training, provided they are interested in the arts and are committed to learning. The Kochi Biennale foundation is in the process of restructuring and presents a dynamic, fast paced working environment.

Applicants based in India who are able to relocate to Fort Kochi for 6 months are encouraged to apply.

Fellows will receive a stipend to support local travel and food. We are unable to support accommodations.

This is a full-time position from Monday – Friday.

The Fellows will be expected to participate in all Foundation events which will typically take place during the evenings or on Saturdays.

Application process:

  • 1 page with a short cover letter (max. 500 words) 
  • 2 pages with curriculum vitae 
  • Contacts for two referees.

Click here to apply.