Technical Expert: Event Coordinator at Panagora Group

Position Responsibilities:

The Technical Expert: Event Coordinator will coordinate in-person, virtual, and hybrid events, including the following:

• Execute tasks efficiently while guiding and motivating a team to deliver high-quality results under tight deadlines, adapting to ambiguous goals and evolving priorities.
• Work with TSS, USAID, and partner points of contact to determine their needs and objectives, and coordinate resources to deliver successful engagements held at the Collaboration & Learning Hub and at off-site venues for groups of between 25-150 people. These engagements are held throughout Southern Africa.
• Conduct weekly (or more frequent) stakeholder meetings from the point of engagement kick-off to event completion.
• Update booking and project management tools for events (monday.com checklists and plans).
• Develop event proposals and progress updates, including venue and activity options, costs, and timelines (typically presented in Google Slides).
• Process event and meeting booking requests and respond to the client.
• Coordinate and event-manage in-person engagements, directing the TSS  team and on-site venue staff to set up on the day, perform checks and regular room refreshes, ensure timely delivery of catering and IT/audiovisual implementation, and triage any challenges as they arise.
• Direct and organize a team to prepare required resources prior to and on the day of  the event (e.g., name tags, attendance registers, agendas, and printing).
• Oversee TSS team completion of post-event reporting.
• Implement engagement best practices and tools.
• In addition to the responsibilities described above, the consultant 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; could include working for event or catering organizations.
• Knowledge of and experience working with USAID programs and/or in international development is preferred.
• Excellent interpersonal skills and demonstrated ability to communicate effectively with a variety of multicultural audiences, including clients, colleagues, and senior management.
• Working knowledge of virtual conferencing technologies, including Zoom, Google Meet, and Microsoft Teams.
• Demonstrated ability to efficiently manage complex and shifting priorities in a demanding, fast-paced environment.
• Proficient in the use of Microsoft Word and Google Docs, as well as Microsoft 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.