Events Coordinator at Options Consultancy Services Limited

This year, Options’ marks its 30th anniversary. To celebrate this milestone, we are planning to host an event in Kenya to promote our expertise, highlight our achievements and longstanding engagement in the country. The Events Coordinator will plan, execute and deliver this event and coordinate a team of Kenya and UK - based staff that provide support for the event.

Responsibilities: 

• Reporting to Options Kenya Country Representative and working closely with Options’ Communications and Marketing Manager, support finalisation of a detailed concept for Options’ 30th anniversary event. This will include setting clear objectives / outcomes, designing an engaging professional event, identifying venues, suppliers, staffing and resources. A detailed workplan and accompanying budget will support the plans.
• Host weekly progress meetings with all relevant team members
• Research venues, suppliers and contractors, negotiate prices, working closely with Options Kenya procurement and administration team to contract and make payments.
• Manage and coordinate suppliers and all event logistics (for example, venue, catering, A/V)
• Manage all pre-event planning, organising guest speakers and delegate packs
• Lead on coordinating designing the invite and liaise with staff on sending out invitations and reminders/keeping track of attendee numbers, delegating communication to potential speakers/attendees, where necessary, and coordinating follow-ups
• Develop a speakers/chair brief (if required)
• Work closely with Options’ Communications and Marketing Manager and Country Representative to develop guidance materials and plans for Options Kenya team members including guidance on social media.
• Actively coordinate all logistics and products on event day
• Work closely with Options’ Kenya Country Representative and Communications and Marketing Manager, providing regular updates and leading on scheduling progress calls

Person specification: 

• Relevant experience in organising high level events for key stakeholders in Kenya
• Demonstrated experience of developing and executing events with high-level stakeholders and speakers, preferably in the international development/international affairs sector and with funders, government stakeholders, etc.
• Experience of budget management and contract management, working with Excel
• Strategic thinker – creative, dynamic individual
• Strong organisational skills and ability to juggle multiple tasks under pressure as well as to problem solve
• Excellent writing skills and attention to detail
• Excellent interpersonal skills and the ability to connect with and build relationships with team members of diverse backgrounds
• Fluency in English (spoken, written, reading)