Project Coordinator: Engagement

Job Information

• Project/Activity: USAID/South Africa TSS

• Industry: USAID

• City: Pretoria

• State/Province: Gauteng

• Country: South Africa

• Zip/Postal Code: 0002

• Highest Level of Education: Bachelor’s degree in management, organizational development, social science, or a related field or relevant experience

• Work Experience: 3-5 years

Job Description

Background: The Technical Support Services (TSS) Activity helps USAID/Southern Africa and Regional Health Office (RHO) to address technical priorities and develop creative, innovative solutions to strategically allocate resources, strengthen connections with partners, and replicate best practices and effective program models. Through the TSS contract, Panagora Group augments capacity by providing technical, operational, and administrative support to USAID’s largest health portfolio. TSS deploys advisors in response to USAID requests for priority work with government stakeholders, implementing partners, and/or other entities. TSS supports Health Office staff and teams to integrate creative solutions into routine work. TSS also provides international and local expertise for surge support, as needed, for USAID Program Cycle requirements, planning, development, outreach, communications, and Health Office human resource functions.

Description of Position: Panagora seeks a Project Coordinator to support engagement practices for TSS as we support USAID and their implementing partners. TSS provides in-person, virtual, and hybrid events and meeting support, including team retreats, internal and external meetings, and technical workshops. This includes planning and preparation (program design, resourcing, procurement, preparing materials); event and meeting support (facilitation, events coordination, synthesizing knowledge, triaging challenges, liaising with providers, and administering in-person, hybrid and virtual-only collaboration platforms); and follow-up and reporting (meeting notes, satisfaction surveys). TSS also provides over 800 square meters of centrally located meeting/event and co-working space for use by USAID, implementing partners, and other key stakeholders in Pretoria, South Africa (called the Collaboration & Learning Hub). The Project Coordinator will work closely within the Strategic Engagements team, as well as with Operations to ensure that engagements meet world-class standards.

Position Responsibilities: The Project Coordinator: Engagement will carry out the following activities:

• Coordinate in-person, virtual, and hybrid events:
  
  • Work with USAID and partner points of contact to determine their needs and objectives and coordinate resources to deliver successful engagement opportunities.
  • Evaluate event and meeting booking requests and respond to the client.
  • Prepare event proposals that respond to needs, including venue and activity options, and costs (presented in PowerPoint and Google Slides).
  • Coordinate and host in-person engagements (at the Collaboration & Learning Hub and off-site). Prepare required resources (e.g., name tags, attendance registers, agendas, and printing), set up on the day, perform checks, engage with client and venue staff, and triage any challenges.
  • Administer evaluation tools to measure and report on event performance.
  • Prepare post-event reports, specifically inputting information related to procurement, attendance figures, and evaluation/feedback data (presented in PowerPoint and Google Slides).
  • Implement engagement best practices and tools.
• Coordinate conferencing technology:
  
  • Setup and administer video-conferencing equipment in venues to support hybrid meetings. This will include trouble-shooting the technology, maintaining user-friendly instructions and providing support during the meeting.
  • Provide virtual conferencing support: Set up and administer virtual calls using Zoom, Google Meet, and/or Microsoft Teams. This includes setting up the meeting, initiating the call, admitting participants, managing polls, taking attendance registers, and monitoring the chat.
  • Implement innovative solutions that foster collaboration and learning within the new world of work in times of COVID-19, including the use of technology to enable hybrid meetings and use of in-person co-working space.
• Coordinate tools, processes, and systems:
  
  • Develop communication and marketing assets to promote events and meeting support to internal clients, respond to booking requests, and keep the client (and participants) informed before and after events.
  • Track event expenses according to the event budget.
  • Support procurement of resources for events, including venues, supplies, and activity providers.
  • Update project management tools for events (monday.com checklists and plans).
  • Maintain an online booking system for events and meetings.
  • Support in preparation of weekly, quarterly, and annual reports.
  • Support the logistics for travel related to events and meetings (working closely with the operations team).
  • Coordinate catering logistics for events both at the Collaboration & Learning Hub and off-site: Support the relationships with caterers, ensure a diverse range of options are available that meet client needs.
• Other activities as assigned:
  
  • In addition to the responsibilities described above, the employee may be assigned additional responsibilities to support overall TSS objectives.