Events Coordinator

2 weeks ago

Pretoria, Gauteng, South Africa Panagora Group Full time
Experience : 5-7 years

Panagora Group is a social enterprise dedicated to providing high-quality, high-impact international health, development, and learning consulting. We are a dynamic woman
- and employee-owned small business partner focused on market-based and integrated local solutions that strengthen country capacity and independence; and on learning, communications, and technology solutions to accelerate and heighten impact. As a small business, we are able to implement novel and innovative approaches using highly participatory approaches to mobilize community, civil society, and government energy in defining and owning solutions, and to promote inclusive development that benefits all groups.


The Technical Support Services (TSS) Activity helps USAID/South Africa and Regional Health Office (RHO) to address technical priorities and develop creative, innovative solutions to strategically allocate resources, strengthen connections with partners, and replicate best practices and effective program models.

Through the TSS contract, Panagora Group augments capacity by providing technical, operational, and administrative support to USAID's largest health portfolio.

TSS deploys advisors in response to USAID requests for priority work with government stakeholders, implementing partners, and/or other entities. TSS supports Health Office staff and teams to integrate creative solutions into routine work.

TSS also provides international and local expertise for surge support, as needed, for USAID Program Cycle requirements, planning, development, outreach, communications, and Health Office human resource functions.

**Position Summary

Panagora seeks an Events Coordinator to support events management and related tasks for TSS as we support USAID and its 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 Events Coordinator will work closely with the operations team to ensure that the Collaboration & Learning Hub meets world-class standards.

**Primary Responsibilities

Coordinate in-person, virtual and hybrid events:

  • Implement event management best practices and tools.
  • Engage the client to determine their needs and objectives and coordinate resources to deliver a successful event.
  • Evaluate event and meeting booking requests and respond to the client.
  • Prepare event proposals that respond to client needs, including venue and activity options, and costs (presented in PowerPoint and Google Slides).
  • Coordinate and host inperson events (at The Collaboration & Learning Hub and offsite): 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 postevent 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 include s setting up the meeting, initiating the call, admitting participants, managing polls, taking attendance registers, and monitoring the chat.
  • Setup and administer videoconferencing equipment in venues to support hybrid meetings. This will include troubleshooting the technology, maintaining userfriendly 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.
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