Events and Logistics Officer

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.

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 co-ordinates 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
• E-mail vouchers to car hire company and confirms booking of car telephonically
• Establish special dietary requirements and advises venue accordingly
• Make transport arrangements
• Co-ordinate 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
• Update and maintains e-mail, phone and address lists for all service providers
• 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
• Complete event and travel expense summaries and reconciliations and debrief

Experience and Qualifications

• Identification with the Foundation’s Vision, Mission and Ethos
• Diploma
• 3 years relevant experience
• Regular need for travel
• Valid driver's license

• Attention to detail
• Communication
• Planning and organising
• Stewardship
• Results orientation/drive
• Service excellence
• Team work