Events and Logistics Officer at Allan Gray Orbis Foundation

Purpose of Role

• The Events & Logistics Coordinator plays a critical role in supporting the successful delivery of all Scholarship and Fellowship events across the organisation. This role is responsible for coordinating the full lifecycle of event planning and logistics, from sourcing venues and suppliers to managing travel arrangements, communications, contracts, and post-event reconciliations.
• The purpose is to ensure that every event, whether large-scale or intimate, is executed smoothly, professionally, and in line with the organisation’s values of service excellence and operational integrity.

Objectives of Role

• The Events & Logistics Coordinator is responsible for end-to-end planning, coordination, and execution of all organisational events and associated travel logistics. This role ensures seamless delivery of events through effective sourcing of venues, equipment, materials, and service providers; and coordinates all logistical requirements, including accommodation, transport, catering, contracts, stakeholder communications, and on-site hosting.
• Key responsibilities include drafting detailed event and logistical plans, preparing cost estimates, supporting budget development, identifying and mitigating event-related risks, and ensuring compliance with procurement and financial procedures through accurate reconciliation of service provider invoices, travel claims, and credit card transactions.

The role also involves:

• Coordinating stakeholder communications and distributing invitations through tools like Outlook, Evites, and Google Forms.
• Managing changing logistics and implementing approved changes swiftly.
• Ensuring accurate documentation and reporting post-events, including debriefs, expense summaries, and lessons learned.
• The successful candidate will thrive in a fast-paced, multi-project environment, possess exceptional organisational and communication skills, and demonstrate the ability to manage multiple service providers while maintaining professionalism and attention to detail. The role is critical in supporting the organisation’s public presence, internal engagement, and operational excellence.

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

Closing Date

• 2025/09/14