Terms of Reference/Duties:

The consultant will contribute to the following terms of reference:

Manage the APA Office in a friendly, client and result-oriented manner

Convene APA conference planning and organization committees and serve as the Assistant Secretary to these Committees, writing up timely minutes of each meeting.

In consultation with the APA President and fundraising committee leaders, assist to coordinate fund raising activities, especially follow-up meetings

Assist to coordinate and support APA technical review teams and ensure timely communication with authors.

In coordination with the communication team, ensure the database of potential APA participants and members is up-to-date.

Coordinate and follow up on all external APA communication

In consultation with the CIP Accountant (the APA treasurer) and APA President, manage the budget for the 13th Triennial Conference

Manage the relationship with the selected conference venue

In consultation with the Logistics Committee, oversee and manage the participant list, assuring that participants are aware of visa regulations and other travel guidelines in Uganda.

In consultation with the Logistics committee, identify exhibit services, transport, etc. and assist with service contract development

In consultation with Logistics Committee, advise on the number of booths needed based on the registration and to assist in selection of booth providers and signage and decoration of the booths.

In consultation with the Media Committee ensure adequate coverage of the event, including the field trips, etc.

Coordinate the writing of the final report of the conference at the end of the event with selected committee members

Any other tasks mutually agreed upon between the consultant and the local organizing committee

Monthly Reports April, May and June, 2025

Final report

Consultancy contract will be for 60 working days.

Requirements

BSc Administration, Business Management, Finance or any related field

Experience on Administration, Management and Logistics

At least two years of experience in organizing big meetings and conferences

Qualitative and quantitative analytical skills data inquiry, MS office knowledge and report writing