Events and Logistics Coordinator - Cape Town, South Africa - Allan Gray Orbis Foundation

Allan Gray Orbis Foundation

Verified Company

Cape Town, South Africa

1 week ago

Posted by:

Thabo Mthembu

beBee Recruiter

Description

Purpose of Role:

The Allan Gray Orbis Foundation has a vision of an entrepreneurial, equitable South Africa, flourishing with meaningful employment and a mission to foster a community of responsible entrepreneurs.

Co-ordinates events and logistics to ensure the successful execution of all Scholarship and Fellowship events. Focuses on achieving desired outcomes and delivering service excellence.

Objectives of Role:

Source all resources required to stage each event
Develop detailed Event and Logistical plan for each event
Prepare a travel plan
Provide input and assists the manager in the drafting of the annual budget
Identify risks to event, develop costs contingency plans and present recommendation to Functional for review and assessment
Submit Event information to Functional Manager for Marketing to produce invitations and other branded collateral
Prepare cost estimate on all expenditure and submits for approval
Confirm venues and ensures that contract is signed, and payment submitted
Book venues and follow up to confirm requirements
Arrange the sourcing, booking and delivery of equipment, materials and other resources
Ensure that contracts are in place for all events and logistics service providers and that financial transactions are processed
Distribute event invitation to beneficiaries via Outlook as per event requirements
Issue event related information and/or invitations to identified stakeholders as required via Evite, Outlook meeting request, Google survey, etc.
Ensure that all changes to scope/plan for the event are escalated for approval and implements authorised changes
Ensure that Event communication plan is executed
Host and coordinates events
Complete travel expense summaries and reconciliations
Source and arranges booking of accommodation
Respond to changes in travel arrangements and makes alternative booking communicated promptly
Email vouchers to car hire company and confirms booking of car telephonically
Establish special dietary requirements and advises venue accordingly
Make transport arrangements
Coordinate the booking of all travel arrangements as reflected on Travel Requisition form
Reconcile Diners cards used for travel within the Foundation
Reconcile Master Card used for travel within the Foundation
Reconcile event Service provider invoices to statements
Distribute correspondence to all relevant beneficiaries
Respond to telephonic, written enquiries and face to face requests for information related to events being managed
Communicate with service providers and suppliers and manage the relationship on behalf of the Foundation
Arrange for materials to be delivered to various locations
Assist the Manager to compile a report on all aspects of the event and logistics implementation