Events and Logistics Coordinator

2 days ago

Cape Town, South Africa Allan Gray Orbis Foundation Full time

**Purpose of Role**:
The Allan Gray Orbis Foundation has a vision of an entrepreneurial, equitable South Africa, flourishing with meaningful employment and a mission to foster a community of responsible entrepreneurs.

Co-ordinates events and logistics to ensure the successful execution of all Scholarship and Fellowship events. Focuses on achieving desired outcomes and delivering service excellence.

**Objectives of Role**:

- Source all resources required to stage each event
- Develop detailed Event and Logistical plan for each event
- Prepare a travel plan
- Provide input and assists the manager in the drafting of the annual budget
- Identify risks to event, develop costs contingency plans and present recommendation to Functional for review and assessment
- Submit Event information to Functional Manager for Marketing to produce invitations and other branded collateral
- Prepare cost estimate on all expenditure and submits for approval
- Confirm venues and ensures that contract is signed, and payment submitted
- Book venues and follow up to confirm requirements
- Arrange the sourcing, booking and delivery of equipment, materials and other resources
- Ensure that contracts are in place for all events and logistics service providers and that financial transactions are processed
- Distribute event invitation to beneficiaries via Outlook as per event requirements
- Issue event related information and/or invitations to identified stakeholders as required via Evite, Outlook meeting request, Google survey, etc.
- Ensure that all changes to scope/plan for the event are escalated for approval and implements authorised changes
- Ensure that Event communication plan is executed
- Host and co-ordinates events
- Complete travel expense summaries and reconciliations
- Source and arranges booking of accommodation
- Respond to changes in travel arrangements and makes alternative booking communicated promptly
- E-mail vouchers to car hire company and confirms booking of car telephonically
- Establish special dietary requirements and advises venue accordingly
- Make transport arrangements
- Co-ordinate the booking of all travel arrangements as reflected on Travel Requisition form
- Reconcile Diners cards used for travel within the Foundation
- Reconcile Master Card used for travel within the Foundation
- Reconcile event Service provider invoices to statements
- Distribute correspondence to all relevant beneficiaries
- Respond to telephonic, written enquiries and face to face requests for information related to events being managed
- Communicate with service providers and suppliers and manage the relationship on behalf of the Foundation
- Arrange for materials to be delivered to various locations
- Assist the Manager to compile a report on all aspects of the event and logistics implementation

**Experience and Qualifications**:

- Identification with the Foundation’s Vision, Mission and Ethos
- Diploma
- 3 years relevant experience
- Regular need for travel

**Competencies**:

- Attention to detail
- Communication
- Planning and organising
- Stewardship
- Results orientation/drive
- Service excellence
- Team work

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