Technical Expert: Event Coordinator

Job Information

• Date Opened: 12/10/2024

• Number of Positions: 1

• Project/Activity: USAID/South Africa TSS

• Industry: USAID

• Job Type: Short Term Technical (consultant)

• City: Pretoria

• State/Province: Gauteng

• Country: South Africa

• Zip/Postal Code: 0002

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

• Work Experience: 5-7 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 Technical Expert: Event 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, preparing materials); event and meeting support (facilitation, events coordination, synthesizing knowledge, triaging challenges, liaising with providers, and administering in-person, hybrid, and virtual collaboration platforms); and follow-up and reporting (meeting documentation, 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 Technical Expert: Event Coordinator will work closely within the Strategic Engagements team, as well as with the Operations and Finance teams, to ensure that events meet world-class standards.

Position Responsibilities:

• Execute tasks efficiently while guiding and motivating a team to deliver high-quality results under tight deadlines, adapting to ambiguous goals and evolving priorities.
• Work with TSS, USAID, and partner points of contact to determine their needs and objectives, and coordinate resources to deliver successful engagements held at the Collaboration & Learning Hub and at off-site venues for groups of between 25-150 people. These engagements are held throughout Southern Africa.
• Conduct weekly (or more frequent) stakeholder meetings from the point of engagement kick-off to event completion.
• Update booking and project management tools for events (monday.com checklists and plans).
• Develop event proposals and progress updates, including venue and activity options, costs, and timelines (typically presented in Google Slides).
• Process event and meeting booking requests and respond to the client.
• Coordinate and event-manage in-person engagements, directing the TSS team and on-site venue staff to set up on the day, perform checks and regular room refreshes, ensure timely delivery of catering and IT/audiovisual implementation, and triage any challenges as they arise.
• Direct and organize a team to prepare required resources prior to and on the day of the event (e.g., name tags, attendance registers, agendas, and printing).
• Oversee TSS team completion of post-event reporting.
• Implement engagement best practices and tools.
• In addition to the responsibilities described above, the consultant may be assigned additional responsibilities to support overall TSS objectives.

Requirements

• A bachelor’s degree in management, organizational development, social science, or a related field or relevant experience.
• A minimum of five years’ experience providing event management for medium and large events; could include working for event or catering organizations.
• Knowledge of and experience working with USAID programs and/or in international development is preferred.
• Excellent interpersonal skills and demonstrated ability to communicate effectively with a variety of multicultural audiences, including clients, colleagues, and senior management.
• Working knowledge of virtual conferencing technologies, including Zoom, Google Meet, and Microsoft Teams.
• Demonstrated ability to efficiently manage complex and shifting priorities in a demanding, fast-paced environment.
• Proficient in the use of Microsoft Word and Google Docs, as well as Microsoft PowerPoint and Google Slides, to share information in a compelling and visually engaging way.
• Full professional proficiency in the English language: Able to use the language fluently and accurately on all levels pertinent to professional needs.

To Apply: Fill out the online application. Please include a cover letter and resume. Applications without a cover letter will not be considered. Applicants will be required to complete a skills test.

No telephone inquiries, please. Finalists will be contacted. Only applicants who include the required application components will be considered.

Panagora Group is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Note: Panagora does not offer visa sponsorship at this time.