Collaboration & Learning Hub Coordinator

2 weeks ago

Pretoria, Gauteng, South Africa Panagora Group Full time
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/Southern 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.

Description of Position:

TheCollaboration & Learning (C&L) Hub Coordinator provides day-to-day operational management of theUSAID/Southern Africa Health Office Technical Support Services: A Collaboration & Learning Hub. Under the direction of the Finance & Operations Director, the C&L Hub Coordinator ensures efficient office operations, including but not limited to managing event spaces, ensuring allocation of resources, coordinating, and assigning team members, running inventory checks and balances, and managing the event space budget. The C&L Hub Coordinator will be tasked with identifyingwhere processes can be strengthened, where team members can be upskilled, and with institutionalizing key activities for the smooth and efficient running of the C&L Hub space. This role requires collaboration across teams, building efficiencies and ensuring our strong multidisciplined team offers USAID and partners a seamless experience in the C&L Hub space.

Position Responsibilities:

The Collaboration & Learning Hub Coordinator will be responsible for the following activities:

Coordinate the operational and logistical aspects of all events happening at the C&L Hub. This includes equipment setup, catering arrangements, audiovisual requirements, and security arrangements.
Manage events and the C&L Hub, address potential problems that may arise.
Coordinate a team ofstaff, contractors, and suppliers to ensure the effective operation of the C&L Hub. This will include direct supervision oftwo staff, as well as the coordination of tasks for others in a matrix-management structure. Work with the team to develop, strengthen, and maintain core skills to perform these activities.
Work closely with the Project Officer: Engagement to review the upcoming events schedule, plan event details and aspects, ascertain client needs, and meet those needs through the effective operation of the C&L Hub.
Work closely with the Finance & Operations team to prepare and manage budget allocation for all items related to the functioning of the C&L Hub. Where appropriate, perform internal system audits and provide recommendations and an implementation plan on how to strengthen current ways of working.
Coordinate processes and relationships with external companies and their contracted staff to ensure routine cleaning and maintenance of allfacilities.
Coordinate the setup, maintenance, and administration of all audio-visual equipment and software used to support hybrid meetings.
Coordinate systems and processes to ensure efficient and effective storage and access of equipment and inventory within the C&L Hub, including routine inspections of office spaces,venues, and storerooms.
Develop and administer an inventory management systemto ensure that the C&L Hub is equipped with all necessary amenities and resources for events and daily operations.
Use budgets, inventory management data, and routine venue and equipment inspection data to prepare procurement requests to be processed by the procurement team.
Allocation and scheduling of meeting spaces within the C&L Hub, ensuring that each space is utilized efficiently and effectively. This includes oversight and management of meeting rooms, event spaces, co-working areas, and communal areas.
Develop and maintainsystems to track event attendance, customerexperience, space utilization, and other relevant data to generate reports that provide updates to stakeholders as well as managementinsights.Utilize this data to strengthen the C&L Hub's offerings, providing recommendations and ways of improving our work.
Ensure that all events and activities within the C&L Hub comply with relevant regulations, safety standards, and company policies. Ensure that there is a clear understanding of compliance and safety in the team. This may include developing and/or strengthening SOPs and providing training to a wider team.
Actively seek feedback from stakeholders, evaluating the effectiveness of events and space utilization strategies, and implement improvements as needed to enhance the overall experience for users of the C&L Hub. This may include ad hoc interviews, focus groups, surveys, collecting relevant data, and providing feedback to TSS leadership including recommendations and remedial actions should there be an identified need.
Other activities as assigned.

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