Operational Coordinator for the Collaboration and Learning Hub

2 weeks ago

Pretoria, Gauteng, South Africa Panagora Group Full time
Job Title:

Collaboration & Learning Hub Coordinator

Description of Position:

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. 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.

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, including equipment setup, catering arrangements, audiovisual requirements, and security arrangements.
  • Manage events and the C&L Hub, addressing potential problems that may arise.
  • Coordinate a team of staff, contractors, and suppliers to ensure the effective operation of the C&L Hub, including direct supervision of two staff and 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 performing internal system audits and providing 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 all facilities.
  • 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 system to 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.
  • Allocate and schedule meeting spaces within the C&L Hub, ensuring that each space is utilized efficiently and effectively, including oversight and management of meeting rooms, event spaces, co-working areas, and communal areas.
  • Develop and maintain systems to track event attendance, customer experience, space utilization, and other relevant data to generate reports that provide updates to stakeholders as well as management insights. 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, ensuring 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.

Requirements:

The ideal candidate will have excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines. They will possess strong communication and interpersonal skills, with the ability to work effectively with a diverse range of stakeholders, including team members, clients, and external partners. The candidate will also have experience in event management, logistics, and inventory management, with a strong understanding of budget management and financial reporting. They will be proactive, flexible, and able to adapt to changing circumstances, with a strong commitment to quality and customer satisfaction.

Working Conditions:

The Collaboration & Learning Hub Coordinator will work in a dynamic and fast-paced environment, with a focus on providing excellent customer service and ensuring the smooth operation of the C&L Hub. The role will require frequent communication with team members, clients, and external partners, as well as the ability to work flexibly and adapt to changing circumstances.

Reporting Lines:

The Collaboration & Learning Hub Coordinator will report to the Finance & Operations Director, with a dotted line to the Project Officer: Engagement.

Travel Requirements:

The role may require occasional travel for training, meetings, or other events, but this will be determined on a case-by-case basis.

Language Requirements:

The ideal candidate will be fluent in English, with the ability to communicate effectively with team members, clients, and external partners.

Qualifications:

The ideal candidate will have a degree in a relevant field, such as business administration, event management, or logistics, and will have experience working in a similar role. They will also have excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.

Benefits:

Panagora Group offers a competitive salary and benefits package, including health insurance, retirement savings, and paid time off. The company also offers opportunities for professional development and career advancement, as well as a dynamic and supportive work environment.

How to Apply:

If you are a motivated and experienced professional looking for a new challenge, please submit your application, including your resume and a cover letter, to [insert contact information]. We look forward to hearing from you.

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