Project Officer: Engagement - Pretoria at Panagora Group

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 vi sually engaging way.
• Full Professional Proficiency in the English language: Able to use the language fluently and accurately on all levels pertinent to professional needs.