Conference Coordinator at African Institute for Development Policy (AFIDEP)

ABOUT THE POSITION

We are seeking a dynamic and experienced Conference Coordinator with at least 4 years’ experience in planning and organising international conferences and events.  As a Conference Coordinator for the Evi4Dev Conference, you will play a crucial role in the planning, execution, and success of the conference, which is to be held in Nairobi, November 11-13, 2024. You will coordinate the activities of the Evi4Dev Conference, including liaising with sponsors, service providers, vendors and internal teams to ensure seamless event management from start to finish.

The position will be based at AFIDEP’s Kenya Office in Nairobi.

KEY RESPONSIBILITIES:

• Client Interaction: Collaborate with the AFIDEP and partner institutions to understand the conference objectives and requirements. Maintain strong relationships and provide exceptional customer service.
• Conference Planning: Lead the planning process for all aspects of conferences, including but not limited to program development, budget management and overall project logistics and timelines.
• Partnership Development: Develop and maintain strong relationships with key partners, including sponsors, exhibitors, and relevant industry organisations.
• Client Consultation: Work closely with the conference stakeholders and sponsors to define the event objectives, themes, and specific needs and requirements.
• Venue Selection: Ensure that the conference venue is suitable and aligned with the clients’ expectations, budget, and logistical requirements.
• Logistics Management: Oversee the logistical details of the conference, including room setup, audio-visual equipment, transportation, and signage.
• Suppliers /Vendor Coordination: Liaise with various event service providers, such as catering, audio-visual, and transportation companies, to secure and manage contracts and ensure smooth execution.
• Budget Oversight: Develop and manage conference budgets, monitoring expenses and ensuring cost-effectiveness while maintaining quality.
• Timeline Management: Create detailed timelines and schedules for each conference, ensuring that all elements come together seamlessly.
• Program Development: Contribute to crafting conference agendas, including coordinating speakers, panel discussions, and workshops.
• Problem-Solving: Collaborate with partners and stakeholders to address any challenges that may arise during the planning and execution of conferences
• Registration and Attendee Management: Oversee the registration process, including online registration platforms, payment processing, and communication with attendees.
• Marketing and Promotion: Collaborate with the communications team to design promotional strategies, create marketing materials, and implement outreach campaigns to increase conference attendance.
• On-Site Coordination: Be on-site during conference to manage all logistical and operational aspects, troubleshoot issues, and ensure the event runs smoothly.
• Post-Event Evaluation: Conduct post-event evaluation to gather feedback from attendees and clients, identify areas for improvement, and apply lessons learned to future conferences.
• Documentation: Maintain thorough records of all conference-related activities, including contracts, invoices, and communication with clients and vendors.
• Compliance: Ensure compliance with all relevant regulations and permits necessary for events.

QUALIFICATIONS AND REQUIREMENTS

Required Qualifications and Experience:

• Master’s degree in business management or other relevant qualification.
• Must have at least 4 years’ experience in conference coordination or event planning.
• Strong organizational skills, attention to detail, and the ability to multitask.
• Proficiency in Microsoft Office and office management software.
• Excellent communication and customer service skills.
• Excellent organizational skills with a willingness to take initiative and be proactive in the procurement process.
• Excellent communications, facilitation, and negotiation skills.
• Excellent writing, speaking, and reading skills in English. Proficiency in French is an added advantage.
• Ability to work in a fast-moving, fluid team setting with multiple stakeholders.