Events and Logistics Coordinator at Allan Gray Orbis Foundation

• Co-ordinates events and logistics to ensure the successful execution of all Scholarship and Fellowship events. Focuses on achieving desired outcomes and delivering service excellence.

Objectives of Role    

• Source all resources required to stage each event
• Develop detailed Event and Logistical plan for each event
• Prepare a travel plan
• Provide input and assists the manager in the drafting of the annual budget
• Identify risks to event, develop costs contingency plans and present recommendation to Functional for review and assessment
• Submit Event information to Functional Manager for Marketing to produce invitations and other branded collateral
• Prepare cost estimate on all expenditure and submits for approval
• Confirm venues and ensures that contract is signed, and payment submitted
• Book venues and follow up to confirm requirements
• Arrange the sourcing, booking and delivery of equipment, materials and other resources
• Ensure that contracts are in place for all events and logistics service providers and that financial transactions are processed
• Distribute event invitation to beneficiaries via Outlook as per event requirements
• Issue event related information and/or invitations to identified stakeholders as required via Evite, Outlook meeting request, Google survey, etc.
• Ensure that all changes to scope/plan for the event are escalated for approval and implements authorised changes
• Ensure that Event communication plan is executed
• Host and co-ordinates events
• Complete travel expense summaries and reconciliations
• Source and arranges booking of accommodation
• Respond to changes in travel arrangements and makes alternative booking communicated promptly
• E-mail vouchers to car hire company and confirms booking of car telephonically
• Establish special dietary requirements and advises venue accordingly
• Make transport arrangements
• Co-ordinate the booking of all travel arrangements as reflected on Travel Requisition form
• Reconcile Diners cards used for travel within the Foundation
• Reconcile Master Card used for travel within the Foundation
• Reconcile event Service provider invoices to statements
• Update and maintains e-mail, phone and address lists for all service providers
• Distribute correspondence to all relevant beneficiaries
• Respond to telephonic, written enquiries and face to face requests for information related to events being managed
• Communicate with service providers and suppliers and manage the relationship on behalf of the Foundation
• Arrange for materials to be delivered to various locations
• Assist the Manager to compile a report on all aspects of the event and logistics implementation

Experience and Qualifications    

• Identification with the Foundation’s Vision, Mission and Ethos
• Diploma
• 3 years relevant experience
• Regular need for travel

Competencies    

• Attention to detail
• Communication
• Planning and organising
• Stewardship
• Results orientation/drive
• Service excellence
• Team work