Events Coordinator at Cowater International

SUMMARY OF THE PROJECT

• Field Support Services Project (FSSP) Kenya, Somalia and South Africa is a two-year project (November 2013 – November 2025) funded by Global Affairs Canada (GAC) and managed by Cowater International. FSSP provides administrative, financial, procurement, and logistical services, as well as support to the in-country development programming for the Government of Canada through the provision of technical specialists in gender equality, Health, inclusive governance and Education and assisting GAC in procuring and managing local development initiatives. These programs take place in Kenya, Somalia and South Africa.

SUMMARY OF THE POSITION

Cowater International is supporting the Canadian High Commission to execute Partner Forums in Rwanda, Kenya, Somalia and South Africa. The scheduled forums will take place as follows:

• Rwanda – Early February 2024
• Kenya- Early March 2024
• Somalia- Mid to late February 2024
• South Africa- Mid February 2024
• IDRC Energy event (TBC) South Africa- Mid to late February 2024
• We are seeking 3 dynamic, experienced, and highly organized Events Coordinators to lead and oversee the planning, coordination, and execution of Canada’s Partner Forums. The events coordinators will based in Kenya, Somali and South Africa and will be responsible for ensuring the successful delivery of high-quality events that meet the needs of our participants, partners, and stakeholders. This is a leadership role that requires strong organizational skills, attention to detail, and the ability to manage multiple projects simultaneously. The holder of this role will work in close collaboration with Canadian High Commission Representatives and FSS Project Manager, Project Coordinator and Finance/Admin officer, ICT, communications, and Partnership Teams, as required.

KEY RESPONSIBILITIES

• Lead the end-to-end planning and execution of the Canadian Partner Forums, including developing a budget for the events.
• Serve as a point person for all workshop related -related enquiries and manage relationships with stakeholders and partners.
• Work closely with the FSSP team to develop and manage all workshop contract preparation and management.
• Provide day-to-day leadership and support to all the forums and other event organizing committees.
• Work closely with relevant technical leads to ensure quality assurance is adhered to when planning sessions.
• Support ICT and communication leads to ensure the events web/microsites are continuously updated with the correct information.
• Work closely with the workshop facilitators and FSSP team to come up with innovative/creative methods of engaging participants.

Event Program Development

• Lead and coordinate the speaker invitation process including keeping an up-to-date RSVP tracker.
• Coordinate with speakers and presenters to ensure timely submission of materials, audiovisual requirements, and presentation rehearsals.
• Oversee the development of session agendas, program schedules, and session descriptions.

Logistics and Operations

• Manage all logistical aspects of the forums, including venue selection, contract negotiation, catering, audiovisual equipment, and room setup.
• Collaborate with internal teams and external vendors to coordinate registration, accommodations, transportation, and other workshop and event logistics.
• In collaboration with the finance, develop and maintain a detailed workshop budget, monitor expenses, and ensure cost-effective solutions.

Event Production and On-Site Management

• Provide on-site leadership during the forums, coordinating logistics, managing vendors, Embassy staff and volunteers, and addressing any issues or emergencies that may arise.
• Manage all the session requirements ensuring room allocation, set ups and Audio Visual and interpretation needs are met.

JOB REQUIREMENTS

Education:

• Degree in a relevant social science (Marketing, Social Sciences, International Relations) or equivalent combination of education, training, and experience.
• Experience coordinating workshops and inbuilding creativity/innovation in engaging participants.
• Knowledge of international event coordination is an added advantage.

Minimum Experience:

• At least seven (7) years of experience managing high profile corporate events and/or workshops.
• Knowledge of international development issues at the global level.
• Ability to work autonomously combined with experience working remotely and in support of programs abroad.
• Experience developing and managing efforts to influence policymakers, NGOs, and other external stakeholders.

Essential Skills:

• Attention to detail
• Organization
• Communication
• Time management
• Multi-tasking
• Computer skills
• Decision-making skills
• Creative thinking

Language Proficiency: English 4 (Oral-Reading-Writing)