Job Title: Conference Coordinator
Hiring Organization: African
Institute for Development Policy
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Non
Profit
Job Type: Full
Time
Salary: KES
Date Posted: 04/30/2024
About African Institute for Development Policy (AFIDEP)In 2009,
the African Institute for Development Policy (AFIDEP), an African-led, regional
non-profit policy think tank, was established to help bridge the gaps between
research, policy and practice in the areas of population change and sustainable
development, and health systems strengthening in Africa. The purpose of
AFIDEP’s work is to contribute to sustainable socio-economic development by
enabling the formulation of policies and programme interventions that are
informed by sound research evidence in these focus areas. Our Context In spite
of on-going efforts to improve the utilisation of research evidence in
decision-making in Africa, there remain major challenges. Available research is
largely fragmented in different scientific publications and not appropriately
packaged for use by decision-makers. Furthermore, the evidence often does not
fully meet the policy and programme needs of decision-makers since they rarely
contribute to the initial identification of the knowledge gaps that the
evidence seeks to fill. Use of evidence is particularly weak in closing the big
gap between policies and implementation, which remains one of the most critical
development challenges in Africa. This is partly because there is limited
research evidence to inform effective design and implementation of
interventions that have the best potential to improve lives.
About The Position
We are seeking a dynamic and experienced Conference Coordinator
with at least 4 years’ experience in planning and organising international
conferences and events. As a Conference Coordinator for the Evi4Dev Conference,
you will play a crucial role in the planning, execution, and success of the
conference, which is to be held in Nairobi, November 11-13, 2024. You will
coordinate the activities of the Evi4Dev Conference, including liaising with
sponsors, service providers, vendors and internal teams to ensure seamless
event management from start to finish.
The position will be based at AFIDEP’s Kenya Office in Nairobi.
Key Responsibilities:
- Client
Interaction: Collaborate with the AFIDEP and partner institutions to
understand the conference objectives and requirements. Maintain strong
relationships and provide exceptional customer service.
- Conference
Planning: Lead the planning process for all aspects of conferences,
including but not limited to program development, budget management and
overall project logistics and timelines.
- Partnership
Development: Develop and maintain strong relationships with key partners,
including sponsors, exhibitors, and relevant industry organisations.
- Client
Consultation: Work closely with the conference stakeholders and sponsors
to define the event objectives, themes, and specific needs and
requirements.
- Venue Selection:
Ensure that the conference venue is suitable and aligned with the clients’
expectations, budget, and logistical requirements.
- Logistics
Management: Oversee the logistical details of the conference, including
room setup, audio-visual equipment, transportation, and signage.
- Suppliers
/Vendor Coordination: Liaise with various event service providers, such as
catering, audio-visual, and transportation companies, to secure and manage
contracts and ensure smooth execution.
- Budget
Oversight: Develop and manage conference budgets, monitoring expenses and
ensuring cost-effectiveness while maintaining quality.
- Timeline
Management: Create detailed timelines and schedules for each conference,
ensuring that all elements come together seamlessly.
- Program
Development: Contribute to crafting conference agendas, including
coordinating speakers, panel discussions, and workshops.
- Problem-Solving:
Collaborate with partners and stakeholders to address any challenges that
may arise during the planning and execution of conferences
- Registration and
Attendee Management: Oversee the registration process, including online
registration platforms, payment processing, and communication with
attendees.
- Marketing and
Promotion: Collaborate with the communications team to design promotional
strategies, create marketing materials, and implement outreach campaigns
to increase conference attendance.
- On-Site
Coordination: Be on-site during conference to manage all logistical and
operational aspects, troubleshoot issues, and ensure the event runs
smoothly.
- Post-Event
Evaluation: Conduct post-event evaluation to gather feedback from
attendees and clients, identify areas for improvement, and apply lessons
learned to future conferences.
- Documentation:
Maintain thorough records of all conference-related activities, including
contracts, invoices, and communication with clients and vendors.
- Compliance:
Ensure compliance with all relevant regulations and permits necessary for
events.
Required Qualifications and
Experience:
- Master’s degree
in business management or other relevant qualification.
- Must have at
least 4 years’ experience in conference coordination or event planning.
- Strong
organizational skills, attention to detail, and the ability to multitask.
- Proficiency in
Microsoft Office and office management software.
- Excellent
communication and customer service skills.
- Excellent
organizational skills with a willingness to take initiative and be
proactive in the procurement process.
- Excellent
communications, facilitation, and negotiation skills.
- Excellent
writing, speaking, and reading skills in English. Proficiency in French is
an added advantage.
- Ability to work
in a fast-moving, fluid team setting with multiple stakeholders.
How To Apply
To apply for this position, please submit a detailed CV and cover
letter to recruitment@afidep.org including
the position title “Conference Coordinator” posted on the subject of the email
by 09th May 2024. In your cover letter, please highlight your relevant
experience and qualifications, and explain why you are interested in this
position. Your CV should include three relevant referees. Only shortlisted
applicants will be contacted.
AFIDEP is an Equal Opportunity
Employer and does not charge a fee at any stage of the recruitment process