Job Description Ref no:

/ Role Profile
Job Title / Events/Logistics Co-ordinator
Directorate or Region / Sub Saharan Africa / Department/Country / South Africa
Location of post / Johannesburg / Pay Band / H (4)
Reports to / Resources and Compliance Manager, South Africa / Duration of job / Initially for 12 Months with possibility of extension
Purpose of job:
Responsible for Coordinating and organizing regional Events, Meetings and Training Programmes in South Africa by Supporting the administrative management of the projects, financial, logistical and operational activities. Will also be responsible for all operational and post –event activities.
Context and environment:
Due to the increasing training/Conferences activities planned in South Africa, there is need to have a dedicated staff to plan and coordinate the logistics and events. The job holder will Support the coordination and delivery of regional meetings and events including the regional Leadership, SBUs business reviews, quarterly and other face-to- face, virtual meetings and events arranged by the regional team. This dutyincludes coordinating the hosting of the regional team’s guest visiting the Regional Team from other countries in the region and from UK. It will also Include organising events based in other locations in SSA,other regions or the UK
Accountabilities, responsibilities and main duties:
·  Pre-event and onsite communication with delegates
·  Relationship building with key stakeholders
·  Air and ground travel arrangements.
·  Establish staff schedule ,task assignments allocation to ensure that they meet their objectives
·  Represent and deliver the conferences/meetings service excellence that is in line with organizations Brand
·  Negotiate agreements with providers to ensure lower costs and highest quality service
·  Source for venues and recommend them accordingly
·  Maintain a calendar of events and implement a system that enables adequate planning and effective event management
·  Supervise ,direct and coordinate the activities of personnel and vendors to meet the delivery dates
·  Put together all the materials to be used by the speakers in an orderly manner for effective presentations of materials.
·  Conduct post –event debriefing sessions
·  Provide post event analysis, budget recaps and participants feedback and incorporate learning lessons into future plans.
Key Internal Relationships
·  Regional and local HR team
·  Procurement & Compliance Manager
·  Finance & Resources Team
·  Regional HR
Key External Relationships
Designated British Council contacts at:
·  Vendors
·  Training/consultancy providers
Other important features or requirements of the job
This post requires one with the flexibility and ability to deal with unplanned urgencies and emergencies
Please specify any passport/visa and/or nationality requirement. / This post will be based in Johannesburg and successful candidate must have eligibility to work in South Africa
Please indicate if any security or legal checks are required
for this role. / As per Employment law requirements in SA.

Person Specification

Essential / Desirable / Assessment stage
Behaviours / ·  Shaping the future: More demanding
Looking for ways in which we can do things better.
·  Creating Shared Purpose: Communicating and engaging picture of how we can work together.
·  Making it happen: More Demanding
Challenging myself and others to deliver and measure better results.
·  Being Accountable:More demanding
Putting the needs of the team or BC ahead of my own
·  Connecting with others: more demanding :Actively appreciating the needs and concerns of myself and others.
·  Working together: More demanding
Establishing a genuinely common goal with others. / ·  interview
·  Interview
·  Interview
·  Interview
·  Not used in recruitment
·  Not used in recruitment
Skills and Knowledge / ·  Communications Skills Strong written and oral communication skills
·  Ability to maintain effective and positive relationships with key stakeholders
·  Excellent organizational, Planning and Project management skills
·  Excellent logistics skills
·  Good negotiating skills
·  Computer Skills: Using Outlook, Word and Excel Power Point / ·  Knowledge of key processes of relevant key external relationship organisations / ·  Short listing & interview
·  Short listing & Interview
·  Interview
·  Interview
·  Short listing & interview
Experience / ·  3 Years’ Experience in Event/Logistics Management or related field
·  Negotiations / Using SAP / ·  Short listing
and/or Interview
Qualifications / ·  University Degree or College Diploma in Business /Marketing related Field / ·  Short listing and/or interview
Submitted by / Paul Ngugi / Date / 9th July 2014

1 of 3 Recruitment Team June 2011