Officer, Events & Administration (Africa Regional Office)

JOB PURPOSE

The Officer, Events & Admin is responsible for supporting and coordinating logistic and administrative activities related to AFI events in the Sub-Saharan Africa region, including Working Group meetings, Regional Initiatives, and Capacity Building. Incumbent of the role will work closely with the owner of each event as well as the Project Officers, Finance Manager, and Correspondence Officer and provide cross-cutting services for other team members including external stakeholders such as members, vendors, and any event related parties. The role is also responsible in executing office administration functions to support the Africa Regional Office (ARO). The position involves coordinating, processing, and submitting monthly office administration data and undertaking a range of associated office administrative tasks.

 

ACCOUNTABILITIES / KEY RESPONSIBILITIES

  1. Reception of the ARO
  • Welcome visitors and inform appropriate personnel of their arrivals.
  • Act as the professional front of house to meet and greet guests, contractors, consultants and ensure visitors are registered with the security office and ushered appropriately.
  • Organize the Visitors Management System to record all AFI visitors’ details.
  • Operate a multiline telephone system to answer incoming telephone calls and directs callers to appropriate personnel.
  1. Events Management
  • Provide guidance and support to Event Owners and Project Officers regarding the administration and logistics management of events, including invitation and registration processes, visa requirements, AFI travel sponsorships, participant management and communication, flights and accommodation, VIP management, conference venue management, audio-visual equipment requirements, interpreter services, badges & signage, airport, and local transfers to ensure smooth event delivery.
  • Support Event Owners during the event preparation and post event phase by making sure the event’s goals and objectives are effectively met. Maintain close working relationship with Event Owners to ensure administration and logistics fully support the event agenda and program.
  • Provide practical input to the event agenda and program based on venue specifications and other local aspects.
  • Responsible for making sure the event’s invitations and correspondence adhere to the internal policy and procedures by maintaining the quality and consistency.
  • Work closely with the external stakeholders, mainly the AFI member institutions team by liaising on all logistical related matters to ensure the success of the event.
  • Plan, organize, and coordinate regular meetings with internal and external stakeholders and follow up on agreed deliverables and deadlines, so the progress of an event can be tracked.
  • Follow and ensure AFI Event’s SOPs are followed and maintained throughout the planning of an event to sustain quality.
  • Ensure information and communications on events are constantly updated and directed through the right channel to all stakeholders to avoid confusion.
  • Coordinate the participant management of the AFI Global Policy Forum and provide full on-the-ground support to the GPF.
  • Negotiate with key service providers for events globally, including hotels, travel agencies, event organizers and other suppliers together for best rates to save event operational direct cost.
  • Check AFI travel sponsorship requirements and work closely with the Finance team to ensure sponsorship guidelines are met in all AFI events and by maintaining event budget successfully.
  1. Office Administration of the ARO
  • Organize & coordinate regular housekeeping checks throughout the premises of the ARO and Meeting room to deliver a seamless meeting room experience to all users.
  • Liaise closely with appropriate AFI staff (both on site and AFI HQ) and Building’s Property Management Team and provide the support required.
  • Attend to F&B preparation or refreshment for guests and meeting purposes.
  • Prepare and ensure the reception area, the pantry and the meeting rooms are always clean, tidy and well maintained.
  • Liaise with IT support team (virtually or on site as needed) to ensure office connectivity (Wi-Fi and LAN) is maintained.
  • Receives, sorts and routes mail/packages and coordinate courier and mail delivery services.
  • Perform support for daily operations, including managing the logistics of staff engagement activities, maintaining office facilities to ensure a conducive work environment, and managing vendors and suppliers when on-site.
  • Perform other clerical duties as needed, such as filing, copying, and collating.
  • Coordinate orders and purchases for office supplies.
  • Keep records of petty cash payments and provide required records and documentation as guided by Finance Team (AFI HQ).
  • Provide support and administrative services on travel and/or sponsorship tasks as supervised by TSA Team (AFI-HQ).
  • Provide administrative support on application/renewal of work permit related matters.
  1. Secretarial and Administrative Functions
  • Perform advanced administrative tasks including activity scheduling, drafting of correspondence, formatting of correspondence and reports, minutes taking and preparation for official meetings.
  • Support ARO in building and maintaining relationships with high-level policymakers and external partners, including preparations of supporting documents and materials for various high-level engagements.
  • Support in coordinating information flows and reporting between ARO and the AFI Head Office.
  • Coordinate the ARO employees’ official travel schedule, internal and external meeting schedules, and related logistics arrangements.
  • Monitor and record high-level interactions/communication/correspondence including with Board and Committee members.
  • Support ARO with communication/reminders to members relating to sponsorship claims by member institutions.
  • Undertake any other task and duties as directed by line manager.

 

QUALIFICATIONS & EXPERIENCE REQUIRED

  • Minimum Diploma in Administration or equivalent.
  • Minimum 5 years of working experience preferably in financial policymaking / regulatory institutions, international / development organizations, or multinational companies.
  • Experience in member engagement / client relationships including high-level stakeholder management for member-based organizations / institutions, would be advantageous.

 

COMPETENCIES / SKILLS

  • Good knowledge of Ivorian business environment with excellent aptitude to communicate easily with people of different background and cultures
  • Strong command of English and French languages
  • Good analytical abilities
  • Excellent event management and project management skills
  • Customer focus with stakeholder management / client relationship skills
  • Excellent verbal and written communication skills
  • Good working knowledge of ICT and computer applications, with expertise in MS Excel and database management tools
  • Strong attention to detail and quality especially in documenting and organizing information
  • Self-driven and able to work with minimum supervision
  • Flexible and adaptive team player while able to multi-task and build collaborative partnerships
  • Willing to upskill as required by the tasks to be performed

 

KEY CHALLENGES

  • Managing multiple events at the same time and paying extra attention to details and multi-tasking in completing events in the given time.
  • Keeping up with the latest aesthetic trends or keeping up with technology; getting behind can seriously impact ability to manage events virtually.
  • It is vital to the success of the event in keeping the lines of communication between self, internal and external stakeholders open.

Interested candidates are invited to apply together with the latest CV and cover letter in English.

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