Pretoria, South Africa | Posted on 06/10/2024
- Highest Level of Education: Bachelor’s degree or equivalent in business, or a related field preferable.
- Work Experience: 5-7 years
Job Description
Panagora Group is a social enterprise dedicated to providing high-quality, high-impact international health, development, and learning consulting. We are a dynamic woman- and employee-owned small business partner focused on market-based and integrated local solutions that strengthen country capacity and independence; and on learning, communications, and technology solutions to accelerate and heighten impact.
The Technical Support Services (TSS) Activity helps USAID/Southern Africa and Regional Health Office (RHO) to address technical priorities and develop creative, innovative solutions to strategically allocate resources, strengthen connections with partners, and replicate best practices and effective program models. Through the TSS contract, Panagora Group augments capacity by providing technical, operational, and administrative support to USAID’s largest health portfolio. TSS deploys advisors in response to USAID requests for priority work with government stakeholders, implementing partners, and/or other entities.
Description of Position:
The Collaboration & Learning (C&L) Hub Coordinator provides day-to-day operational management of the USAID/Southern Africa Health Office Technical Support Services: A Collaboration & Learning Hub. Under the direction of the Finance & Operations Director, the C&L Hub Coordinator ensures efficient office operations, including but not limited to managing event spaces, ensuring allocation of resources, coordinating and assigning team members, running inventory checks and balances, and managing the event space budget. The C&L Hub Coordinator will be tasked with identifying where processes can be strengthened, where team members can be upskilled, and with institutionalizing key activities for the smooth and efficient running of the C&L Hub space.
Position Responsibilities:
- Coordinate the operational and logistical aspects of all events happening at the C&L Hub, including equipment setup, catering arrangements, audiovisual requirements, and security arrangements.
- Manage events and the C&L Hub, addressing potential problems that may arise.
- Coordinate a team of staff, contractors, and suppliers to ensure the effective operation of the C&L Hub, including direct supervision of two staff, as well as coordination of tasks for others in a matrix-management structure.
- Work closely with the Project Officer: Engagement to review the upcoming events schedule, plan event details, ascertain client needs, and meet those needs through the effective operation of the C&L Hub.
- Work closely with the Finance & Operations team to prepare and manage budget allocation for all items related to the functioning of the C&L Hub.
- Coordinate processes and relationships with external companies and their contracted staff to ensure routine cleaning and maintenance of all facilities.
- Coordinate the setup, maintenance, and administration of all audio-visual equipment and software used to support hybrid meetings.
- Coordinate systems and processes to ensure efficient and effective storage and access of equipment and inventory within the C&L Hub, including routine inspections of office spaces, venues, and storerooms.
- Develop and administer an inventory management system to ensure that the C&L Hub is equipped with all necessary amenities and resources for events and daily operations.
- Use budgets, inventory management data, and routine venue and equipment inspection data to prepare procurement requests to be processed by the procurement team.
- Allocate and schedule meeting spaces within the C&L Hub, ensuring that each space is utilized efficiently and effectively.
- Develop and maintain systems to track event attendance, customer experience, space utilization, and other relevant data to generate reports that provide updates to stakeholders.
- Ensure that all events and activities within the C&L Hub comply with relevant regulations, safety standards, and company policies.
- Actively seek feedback from stakeholders, evaluating the effectiveness of events and space utilization strategies, and implement improvements as needed.
- Other activities as assigned.
Requirements
- Bachelor’s degree or equivalent in business, or a related field preferable.
- 5-10 years of experience in office management with experience in an events space.
- Experience working with USAID and/or other U.S. Government agency contracts.
- Demonstrated experience in managing an in-person team including long-term staff, consultants, and a multidisciplinary and multicultural team.
- Excellent knowledge of U.S. Government rules and regulations.
- Proficient in using Google Workspace and Microsoft Office Suite.
- Excellent English reading, writing, and communication skills required.
- Ability to prioritize tasks in a fast-paced and changing environment.
- Demonstrated ability to transfer knowledge to team members through training, mentoring, and other formal and non-formal methods.
- Detail-oriented and excellent time management skills to meet deadlines and deliver required results in a timely and quality manner.
- Flexibility to work both in a team and independently.
No telephone inquiries, please. Finalists will be contacted. Please include a cover letter and resume. Only applicants who include the required application components will be considered.
Panagora Group is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
*Note: Panagora does not offer visa sponsorship.
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