Events and Administration Coordinator
*For World Vision internal applicants only.
PURPOSE OF POSITION:
Events and Administration Coordinator role is responsible to provide efficient management of events in the entirety, from planning to execution and from set up to break down. This is a very hands-on role with a great deal of WVI client interaction acquisition. Owing to the nature of WVI (SARO, SAR and Partnership) events, a great deal of admin and reporting will be required. This role will also provide support to all visitors to the Regional Office, and provide office administration including procurement of office supplies.
Events and Conference Management:
Manage all workshops, conferences and events hosted in Johannesburg.
Co-ordinate and facilitate administrative and logistical support for conferences and meetings held in South Africa.
Organize and maintains database of actual and prospective Conference Centers and hotels
Oversee internal affair accommodations including but not limited to lodging requests, beverage service, meal service, special meeting set ups, and internal events as well as serving as a back-up on requests as needed.
Serve as a critical point of contact for current and potential clients and be responsible for finalizing contracts and invoices for scheduled events.
Ensure accommodation and preferred hotels are security checked and passed prior to entering into contracts and agreements.
Primary point of contact for service providers and vendors needed to execute planned events, and works regularly on coordinating logistics such as food service, transportation, meeting rooms, lodging, etc.
Plan and coordinate administrative procedures and systems and devise ways to streamline processes for cost efficient.
Monitor and update inventory and prices of office supplies and the purchasing of new supplies with attention to budgetary constraints.
Organize, implement and manage WV SARO fleet management plan, travel management and provide analysis and recommendations on fleet usage and maintenance, including acquisition, disposals, licensing, fines and toll claims.
Ensure RO administration and logistics policies and procedures are consistent with and comply with the WVI procurement, P&C policy manual and Field Finance Manual.
Procurement & Assets Management:
Ensure end team users are familiar with the purchase requisition system and that the guidelines and rules governing these are adhered to and respected by all.
In collaboration with Finance, ensure smooth and timely asset (office equipment) tracking and reporting all incidences and losses and manage insurance claims.
Coordinate the Regional P&C Director’s schedules of appointments, meetings, and other business functions.
Sets up telecons and webex meetings, and take minutes during P&C meetings and other important meetings as required.
Develop, sets up and documents office administrative systems related to: filing of documents, records management, communications (e-mail, telephone, fax, and correspondence).
Follow up on key processes from P&C meetings.
Manages all travel plans for Regional P&C Director: makes flight, hotel, shuttle and forex bookings.
Perform other reasonable duties as required by line manager.
KNOWLEDGE, SKILLS & ABILITIES:
National Diploma in Events Management is required.
4+ years’ experience in administration, business and event coordination.
Excellent organizational and administrative skills, ability to manage multiple tasks of high priority, in professional, confidential, and efficient manner.
Excellent communication skills, including writing, proof reading skills, and speaking.
Good interpersonal skills for team work, client and guest interaction.
Ability to handle matters with confidentiality, promptly and efficiently.
Ability to problem solve, adapt to various work environments and change direction quickly.
Ability to work flexible hours as needed and willing to go an extra mile; i.e., early morning to late night and/or weekends; to assist in hosting duties for all conferences and meetings.
Excellent computer skills (MicroSoft Word, Excel and database software).
Fluency in English (both verbal and written) is essential.
At least 4 - 5 years’ experience in organizing large scale conferences and events.
The position requires ability and willingness to travel domestically (30%) and internationally up to 5% of the time.