Reports to:

Chair of the LOC and Communications Manager for the Secretariat Working within the local organizing committee (LOC) and the Secretariat, Reports to Chair of the LOC and Comms Manager for the Secretariat in PAMCA, the post holder is responsible for the planning, organization and promotion of a range of pre-conference workshops, social events and the delivery of the 8th PAMCA Conference in Kigali.

Reponsible for:

 Voluntary Workforce (interns/volunteers).

Job Description:

  • Organize conference events, including venue decorations, public address & other technological requirements, trade fairs, film, music, art, cultural nights, and exhibitions
  • Plan and organize the event from concept to implementation in accordance with the preferences of the PAMCA and LoC.
  • He/she will deliver a ‘front desk’ service to support colleagues across PAMCA teams, as well as external teams, and will be expected to drive forward improvements in processes and systems to support the delivery of excellent event.
  • Facilitate conference budgeting and follow up with various suppliers.
  • Support conference programme development; communications collateral, and any other marketing activities to promote the event traditionally or digitally with the assistance of PAMCA communications specialists and design team.
  • Attend event to oversee activities and ensure details are handled as planned and as agreed with the LoC, organise and liaise with speakers (where required), managing and communicating all logistical arrangements.
  • Address any dispute that may arise, and remain on site after the event is over to ensure proper clean up.
  • Work with and give guidance to volunteers and staff involved in event planning and execution.

Location:

Kigali, Rwanda.

Terms:

Appointment will be for a period of Four (4) months (1st July – 30th October 2022).

Job purpose:

  • Develop a written and costed integrated marketing communications plan for each event within the conference. Agree appropriate communications channels and media with staff across Communications teams and through effective liaison with the LoC. Implement the agreed promotion, monitoring all publicity elements and instigating further promotion and PR as required to deliver on the agreed event targets.
  • Supported by relevant colleagues in IT, branding and communications, plan, initiate and update notifications of the event or conference on PAMCA’s main website and microsites, where appropriate and when agreed with PAMCA & LoC.
  • Manage the process for event-related facilities bookings. Identify space requirements and liaise with Professional Services and Kigali Conference Management to secure appropriate space. Source and secure alternatives where necessary.

Application Period:

Applications should be received by 22nd June 2022 before 1000hrs EAT

Responsibilities:

  • Negotiate and contract with vendors such as photographers, florists, caterers, technical and transportation services on a variety of goods and services such as security, lighting, sound equipment, displays, stages, parking, food and drink and any other essential item to ensure the success of the event.
  • Work with Communications to liaise with local printers, obtaining samples and collection of printing materials.
  • Monitor delivery of goods and services to ensure contract terms are satisfied; adhere to customs rules, legal, insurance, and health and safety regulations
  •  Manage the evaluation process for events, ensuring appropriate follow up is conducted, results monitored, analysed and reported back to LoC and secretariat.
  • Perform other related duties as may be assigned or requested by LOC or secretariat.
  • Provide weekly updates of the work undertaken to the designated reporting line.

Skills Knowledge Experience:

  • Experience in event organization or management or related work experience.
  • Strong communication skills – written and verbal is a must.
  • Good written and spoken English and French.
  • Positive and outgoing personality.
  • Strong negotiation, leadership, and planning skills.
  • Ability to multi-task, remain calm and work under pressure in a fast-paced environment.
  • Attention to details and good problem-solving skills.
  • Experience or talent for organizing and working complex events in an efficient and methodical manner.
  • Strong interpersonal skills and ability to deal with diverse types of people
  • Ability to work effectively as part of a team and also take initiatives when the need arises
  • Flexibility in working

Application process

  • All applicants must submit all of the following:
  • Applications should be received by 22nd June 2022 before 1000hrs EAT.
  • CV with referees and cover letter or 1 pager pitching note showing why we should hire you should be sent to careers @pamca.org.
  • The candidate must be local and based in Rwanda.
  • For corporate applicants, attach company profile, reference letters and list of high-level international conferences you have been in charge of.

(Download Biodata Form Here)

Send applications to:

  • CV with referees and cover letter or 1 pager pitching note showing why we should hire you should be sent to careers @pamca.org.