Job Description

Overall Purpose:

To support the planning, coordination, and execution of HR Focus Africa events and partnership activities by handling event logistics, sponsor coordination tasks, and administrative support. The role ensures smooth event delivery, accurate documentation,and timely follow-up with partners, vendors, and internal teams.

Key Responsibilities :

1.Support and Supervise planning and executing HR Focus Africa events including conferences, awards, workshops, and networking sessions.

2. Manage event logistics such as venue setup, registration, seating plans, materials preparation, and on-site coordination. 3 

3.Track event timelines and action lists to ensure tasks are completed as scheduled. 

4. Coordinate sponsorship outreach by preparing proposals, pitch decks, and partnership documentation. 

5. Coordinate sponsor deliverables including branding, placements, exhibition setups, speaking slots, and promotional materials. 

6. Maintain regular communication with sponsors and partners under the guidance of the Events & Partnerships Officer.

 7. Liaise with vendors (venues, caterers, decorators, audiovisual providers, printers, etc.) for quotations, confirmations, and delivery. 

8. Manage Cost tracking and documentation to ensure alignment with approved event budgets. 

9. Work with Communications and Multimedia teams to support event publicity, invitations and promotional materials. 

10. Oversee guest lists, RSVP tracking, and participant communications. 11 Compile event documentation including attendance lists, sponsor fulfillment checklists, and feedback forms.

11.Preparation of post-event reports and evaluations.

 13 Maintain accurate and up-to-date databases of sponsors, partners, vendors, and event records. 

14 Coordinate the execution of HR advisory projects

Required Skills, Qualification & Competencies:

• Minimum of 3-5 years experience in event coordination, marketing support, partnerships, or a similar role.
• Bachelor's Degree in Event management, Marketing, Communications, Business Administration, or a related field.
• Experience supporting corporate or professional events is an advantage
• Strong organizational and time management skills
• Good communication and interpersonal skills
• Attention to detail and ability to follow processes
• Ability to multitask and work under pressure during events
• Basic budgeting and vendor coordination skills
• Proficiency in MS Office and event coordination tools 
• Preparation of post-event reports and evaluations. 
• Maintain accurate and up-to-date databases of sponsors, partners, vendors, and event records. 
• Coordinate the execution of HR advisory projects.
• Key Relationships Internal
• All the departments within the organization External Partners, Sponsors, Vendors
• Decision Making Authority
• Performance Measures
• Personal Specification e.g. competencies, knowledge, experience required