Special Events & Convening Manager
University of Global Health Equity (UGHE) Kigali, Rwanda
Description
Special Events & Convening Manager
University of Global Health Equity is on a mission to radically change the way health care is delivered around the world. UGHE is a new university based in Rwanda that is building the next generation of global health professionals—doctors, nurses, researchers, and public health and policy experts—into leaders and change-makers who strive to deliver more equitable, quality health services for all.
Role profile:
Title: Special events & Convening Manager
Reports to: Vice-Chancellor
Location: Kigali, Rwanda
Role Purpose: To oversee and facilitate organization events that promote UGHE and Global Health. Ensure that the events will make an impact on a target audience and ensure events are successful and cost-effective, paying attention to budget and time constraints through adequate resource management and great negotiation skills.
Key responsibilities
Understand the requirements and details of each event and plan the logistics and administrative tasks of events from start to finish according to requirements, target audience and objectives.
Collaborate with the team/staff in charge of content creation to ensure that the plan and organization of the events strictly take into account financial and time needs and constraints and request of Heads of Departments and Chief Conference/event Organizers.
Book adequate venues, support speakers /participants logistics and facilitating their relevant arrangements (flights, accommodations, etc.).
Meet with heads of Departments and Chief Conference/event Organizers and coordinate with them regularly.
Meet with partner agencies, and other committees to update them on the progress of the logistics and administrative aspects of planning, and receive feedback.
Create and regularly update a logistics and administrative planning document to share with departments and Chief Conference/event Organizers and other supporting staff for approval.
Provide logistical advice to the implementation of events.
Maintain a good working relationship with all members of UGHE so as to seek their support during the events.
Work with the procurement team to look for and compare different vendors according to UGHE regulations (catering, decorators, musicians, etc.) according to the request of Heads of Departments and Chief Conference/event Organizers.
Support the Chief Conference/event Organizers to source and negotiate with vendors to achieve the most favorable terms and ensure a great work relationship with them to help manage contingencies to ensure the success of the events.
Evaluate the coordinator and admin assistants under her/his authority and provide performance feedback and reports on time
Manage all event operations (preparing venue, invitations, food, drinks, etc.) in accordance with the Chief Conference/event Organizer.
Track the overall event expenses regularly.
Support the Chief Conference/event Organizers to prepare the events’ budget planning, ensure adherence and stay within the budget.
Carefully oversee event happenings.
Offer solutions to resolve problems in a timely manner.
Analyze the event’s success and prepare reports.
Come up with suggestions to enhance the event’s success.
Support the logistical and administrative aspects of promotional activities for the event.
Facilitate the supervision of all staff (full-time, short-term/temporary, vendors, etc.) on what concerns the logistics of the events.
Ensure that all aspects of events have been well-coordinated and aligned according the Chief Conference/event Organizers, and the Department, and partnering agencies requests- if any – concerned before the day of the event.
Ensure the event is completed smoothly and step up to resolve any problems that might occur.
Update the manual of procedures for event management.
Keep a record of partners of event implementation.
Qualifications and experience
4 years of experience in event coordination, administration or similar role.
Proven experience as an event/logistics manager, with a strong portfolio of successful events.
Proficient in MS Office, and google docs.
BSc/BA in PR, marketing, hospitality management or a related field is preferred.
Core competencies
Knowledge of KPIs and marketing techniques for event management.
Strong leadership and influencing skills, with the ability to engage key stakeholders.
Demonstrated ability to lead and provide direction to all the staff.
Demonstrated ability to articulate UGHE’s mission and program objectives persuasively.
Demonstrated commitment to personal responsibility and value for equity.
Excellent vendor, staff & systems management skills.
Skilled in project implementation and financial management.
Computer savvy; proficient in MS Office.
Excellent organizational skills.
Customer-service orientation.
A team player with leadership skills.
Flexibility.
Applicants should provide: (1) a curriculum vitae, (2) a cover letter, (3) a personal statement addressing candidate’s experience working in a related field, and (4) copies of all degrees earned and current professional certifications.
