Specialist: Events at Vodacom

Role purpose:

• Assume responsibility for the best-in-class end to end management, execution, and delivery of medium to large scale events as requested by the various internal stakeholders and or external clients, in line with approved budgets.
• Ensure events are executed to the highest possible standard achieving ROI, and or set objectives for clients and the organisation. 
• Ensure compliance to company policies and procedures and related health and safety standards and legislation.

Your responsibilities will include:

Responsible for the delivery of the following:

• Vodacom Internal and external (customers/clients outside of Vodacom) events, including banquets, conferences, team builds, staff launches and or similar medium to large scale events.
• Manage tools, systems and processes that enable the effective implementation of events to include attendance logistics, bookings, data base management, programme development, travel arrangements/transfers etc.
• Preparing brief documents according to specifications for internal / external client’s approval.
• Provide weekly status updates to clients. 
• Provide event support for Event Managers and Events: HOD.
• Ensure that all Health and Safety requirements are fulfilled and adhered to prior to, during and post event, and assisting clients where necessary to meet these requirements.
• Ensure that all contracts and or any terms and conditions are signed off prior to the event taking place.
• Responding to enquiries and client bookings.
• Liaising with clients regarding event requirements and ensuring that their needs are effectively met in the form of written confirmations.
• Liaising with suppliers re client requirements (caterers, hiring, technical, etc.) to obtain information and quotes.
• Generating and distributing weekly function sheets.
• Creating and revising plans and layouts for the various events, to include venue layouts for Vodacom World events venues. 
• Operational roll out, to include the supervising and coordinating of all event suppliers in conjunction with operations staff on the day / evening of the event.
• Ensuring that quality compliance per event brief and scope of work is maintained and upheld per client/customer standards and satisfaction.
• Status and debrief meetings with clients.
• Full event conceptualization to meet client objectives and deliverables.

Complete financial management on medium to large-sized events to include:

• Compiling and drafting of budgets for medium to large sized events.
• Obtain quotes from suppliers in line with brief.
• To negotiate/obtain cost savings on budgets from event agencies and or suppliers.
• Financial process on EVO to include the timely loading of shopping carts in order to generate purchase orders to suppliers prior to the event.
• Ensure sign off on quotes on confirmed bookings, and payment of client invoices prior to the event taking place.
• The financial management and tracking of budgets to ensure compliance thereof, ensuring that events are delivered within signed off budget. 
• Adhering to all financial company policies and procedures. 
• Reconciliation of applicable event file / budget within three working days after event.

    
Event Agencies:

• Manage external event agencies to assist with the implementation and roll out of medium to large sized events to include but not limited to the following:
• Briefing of external agencies in line with event and client brief. 
• The appointing of agencies based on successful pitches in line with SCM policies on ad-hoc events and respective events policy.
• Manage and track the event status with external event agencies to ensure successful delivery of the event.
• Ensure delivery and accountability of all agency related responsibilities in line with their Scope of Work
• On retainer events ensure the efficient usage of hours proposed by the agency per event, and that these do not go over the allocated number as confirmed.

The ideal candidate for this role will have:

• Advanced understanding of event management, and event management principles is essential.
• Strong computer literacy skills (MS Office, Oracle) essential
• Strong financial management is essential.
• Project management principles, tools and techniques is essential.
• Advanced understanding of event HS&E (Health and Safety) principles essential
• Toastmasters International or public speaking course is advantageous

Qualifications:

• 3 Year degree or diploma in marketing, Public Relations, or relevant qualification in event management (essential)
• A minimum of 3-5 year’s working experience in corporate eventing i.e., working directly for an organisation in the internal events division or with an event agency as a supplier to an organisation (essential)

OR

• Matric/Grade 12 (essential)  
• A minimum of 5 - 8 years’ working experience in   corporate eventing i.e., working directly for an organisation in the internal events division or with an event agency as a supplier to an organisation (essential)

Core competencies, knowledge, and experience:

• Event management / project management skills.
• Communication skills - face to face, telephonic/ verbal and written.       
• Networking skills to included Interpersonal, relationship and conflict management skills           
• Problem solving and decision making.                       
• Strong stakeholder engagement agility across all bands and levels.
• International travel and incentive group travel experience.
• Strong stakeholder relationship management – including collaboration and engagement abilities
• Project and time management
• Communicator with strong presentation and facilitation skills.
• Solution orientated, decisive by nature
• Problem solving and critical thinking skills essential