Duties and Responsibilities

Essential functions:

• Develop and maintain an event checklist, timelines, and streamline it across the Activity
• Review and make any adjustments to the execution plan for the event (both forum and exhibition), including timeline, budget, and responsibilities
• Support the Zambia MEL Platform team to finalize the general training, meeting and session topics
• Prepare and manage the conference agenda in collaboration with the Zambia MEL Platform team
• Select and secure venues for event, as needed (may include site visits, soliciting quotes from venues, compiling list of competitive venue bids, etc.)
• Ensuring events adhere to USAID branding and marketing requirements
• Prepare evaluation forms and sign in sheets for events,
• Manage the day-to-day relationships and activities with external vendors and event partners including venue, catering, equipment, materials, branding, advertising, digital marketing, etc.

Position Requirements

Qualifications:

• Minimum Diploma in Hospitality Management or other business-related degree and 4 years of experience or a Master’s degree and 2 years of experience.
• Minimum 3-5 years relevant experience in organizing high level events (i.e. training, workshops, meetings, forums, exhibitions, etc.) and administrating its paperwork
• Experience in liaising with government and international organizations as well as vendors and service providers
• Citizen or permanent resident of Zambia.

Experience and skills:

• Minimum of 2 years’ experience supporting and implementing events and/or similar operations
• Exceptional organizational skills and high attention to detail
• Experience developing budgets and keeping activities on time and within budget
• Ability to organize, manage, prioritize, and follow through on multiple tasks in a fast-paced, deadline-oriented environment
• Experience in preparing creative mood boards and presentations
• Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint and the Google Suite, particularly Google Docs, Sheets, and Forms
• Familiarity with USAID communications and event policies desired
• Proven capacity to take initiative and willingness to learn new skills as needed
• Strong work ethic and the ability to work well independently and as part of a team
• Outstanding interpersonal skills and ability to interact with individuals at all levels
• Good skills in design and photography are a good plus