Program Officer - Engagement at Panagora Group

Description of Position 

Panagora seeks a Program Officer to support engagement practices for TSS as we support USAID and their implementing partners. TSS provides in-person, virtual, and hybrid events and meeting support, including team retreats, internal and external meetings, and technical workshops. This includes planning and preparation (program design, resourcing, procurement, preparing materials); event and meeting support (facilitation, events coordination, synthesizing knowledge, triaging challenges, liaising with providers, and administering in-person, hybrid and virtual-only collaboration platforms); and follow-up and reporting (meeting notes, satisfaction surveys). TSS also provides over 800 square meters of centrally located meeting/event and co-working space for use by USAID, implementing partners, and other key stakeholders in Pretoria, South Africa (called The Collaboration & Learning Hub). The Program Officer will work closely with the operations team to ensure that the Collaboration & Learning Hub meets world-class standards.

Position Responsibilities

• Coordinate in-person, virtual, and hybrid events:
• Implement engagement best practices and tools.
• Work with USAID and partner Points of Contact to determine their needs and objectives and coordinate resources to deliver successful engagement opportunities.
• Evaluate event and meeting booking requests and respond to the client.
• Prepare event proposals that respond to needs, including venue and activity options, and costs (presented in PowerPoint and Google Slides).
• Coordinate and host in-person engagements (at The Collaboration & Learning Hub and off-site): Prepare required resources (e.g., name tags, attendance registers, agendas, COVID screening tools, and printing), set up on the day, perform checks, engage with client and venue staff, and triage any challenges. 
• Administer evaluation tools to measure and report on event performance.
• Prepare post-event reports, specifically inputting information related to procurement, attendance figures, and evaluation/feedback data (presented in PowerPoint and Google Slides).

Maintain The Collaboration & Learning Hub:

• Collaborate with the operations team to ensure that the Collaboration & Learning Hub is maintained as a world-class event and co-working space.

Coordinate conferencing technology:

• Implement innovative solutions that foster collaboration and learning within the new world of work in times of COVID-19, including the use of technology to enable hybrid meetings and use of in-person co-working space.
• Provide virtual conferencing support: Set up and administer virtual calls using Zoom, Google Meet, and/or Microsoft Teams. This includes setting up the meeting, initiating the call, admitting participants, managing polls, taking attendance registers, and monitoring the chat.
• Setup and administer video-conferencing equipment in venues to support hybrid meetings. This will include trouble-shooting the technology, maintaining user-friendly instructions and providing support during the meeting.

Coordinate tools, processes and systems:

• Develop communication and marketing assets to promote events and meeting support to internal clients, respond to booking requests, and keep the client (and participants) informed before and after events.
• Track event expenses according to the event budget.
• Maintain a regional database of venues and services for in-person events.
• Support procurement of resources for events, including venues, supplies, and activity providers.
• Update project management tools for events (monday.com checklists and plans).
• Maintain an online booking system for events and meetings.
• Prepare weekly, quarterly and annual reports.
• Support the logistics for travel related to events and meetings (working closely with the operations team and travel agent).
• Coordinate catering logistics for events both at The Collaboration & Learning Hub and off-site: Support the relationships with caterers, ensure a diverse range of options are available that meet client needs.
• In addition to the responsibilities described above, the employee may be assigned additional responsibilities to support overall TSS objectives.

Requirements

• A bachelor’s degree in management, organizational development, social science, or a related field or relevant experience.
• A minimum of five years’ experience providing event management for medium and large events.
• Knowledge and experience working with USAID programs and/or in international development is preferred.
• Ability to communicate effectively with a variety of audiences, including clients, colleagues, and senior management.
• Working knowledge of virtual conferencing technologies, such as Zoom, Google Meet, and/or Teams.
• Demonstrated ability to work as an effective team member in a complex and fast paced environment. 
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants. 
• Proficient in the use of MS Word and Google Docs, MS PowerPoint and Google Slides to share information in a compelling and visually engaging way.
• Full Professional Proficiency in the English language: Able to use the language fluently and accurately on all levels pertinent to professional needs.

Reporting: The Program Officer will report to The Senior Program Officer: Engagement, Learning & Adapting(Team Lead).

Location: This will be a full-time position based in Pretoria, South Africa.

To Apply:

Cover letter and resume instructions: Please send a cover letter and resume to [email protected]. We’d like to learn more about you from your cover letter. Please include a paragraph that summarizes your most recent experience and professional attributes and how these equip you to excel in this role. Please also include a paragraph that describes what you believe makes a professional event in our context world-class. Applications without a cover letter will not be considered.

Please note: No telephone inquiries will be accepted. Finalists will be contacted. Only applicants who include the required application components will be considered. 

Panagora Group is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

*Note: Panagora does not offer visa sponsorship at this time.