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Programme Executive at AWWA Ltd Hide Job Information

Job FunctionCare and Programme
Reference Number001/102
Advertised3 months ago
Experience Required3 to 5 years
Minimum QualificationDiploma
Job description
  • Coordinate and engage zones, workgroups, and committees to understand requirements for each event
  • Support the planning of events with attention to financial and time constraints
  • Coordinate site recce, sourcing/booking of venues and schedule speakers where applicable.
  • Research vendors (catering, decorators, musicians etc.) / other stakeholders and choose the best combination of quality and cost
  • Negotiate with vendors to achieve the most favorable terms
  • Coordinate for support of resources via volunteer recruitment
  • Coordinate all event operations (preparing venue, invitations. EDMs etc.)
  • Do final checks at the day of the event (e.g. tables, technology) to ensure everything meets standards
  • Provide logistics support, perform coordination at event(s) and support to resolve issues.
  • Evaluate event’s success and submit post mortem reports
  • Communicates with all zones within CIS and HQ volunteer management team to identify available opportunities and needs for volunteers.
  • Gathers information about each volunteer’s skills, availability, and goals; matches volunteers with appropriate opportunities based on this data.
  • Maintains and engages relationship with volunteers to maximise their participation in CIS events/activities.
  • Schedules, coordinates, and assigns volunteers to appropriate events/activities.
  • Arrange for appropriate trainings/briefings and ensures efficient dissemination of communication.
  • Regularly communicates and gathers feedback with volunteers to ensure placement is a good fit for individuals’ skills and goals.
  • Maintains files, records, applications, volunteer deployment and other data concerning volunteer program in CIS SharePoint.
  • Drafts, maintains, and publishes guidelines, best practices, and procedures for volunteer program.
  • Supports and coordinates volunteer recognition and appreciation events and activities within AWWA.
  • Performs other related duties as required.
  • To effectively manage and maintain CIS calendar of events.
  • To maintain CIS events materials such as photographs, collaterals and videos for publicity and CIS intranet updates.
  • To establish, review, communicate and implement CIS event and volunteer management SOPs and delivery of high quality services.
  • Provide secretariat support for meetings; minutes preparation, matters arising and follow-up per the agreed timeline.
  • Analyse and improve work processes to drive productivity, improvement and innovation – Performance Gaps / Continuous Work Improvements.
  • To participate in any process improvement projects/tasks in achieving objectives within service and organisational level.
  • To assist in ad-hoc projects/committees as and when required by Service Lead.
  • To perform any other duties as directed by the Senior Director, CEO and the Management of AWWA.
Job Requirements
  • Degree / Degree holder in event and/or business administration or similar field with at least 2 to 3 years of relevant related working experience
  • Those with customer service experience are preferred
  • Excellent interpersonal and communication skills, written and spoken are essential
  • Positive and results-driven individual.
  • Good organizational skills with the ability to multi-task and work independently or in teams
  • Experience in event planning or event coordination in a corporate environment
  • Proven track record of creative, successful events
  • Excellent organizational, communication, negotiating, and multitasking skills
  • Ability to remain calm under pressure and maintain a customer-service mindset
  • Outgoing, comfortable with interacting with new people from different communities
  • Good eye for details
  • Able to work independently and be a collaborative team player
  • Good IT skills, MS Office knowledge.
  • Proven ability to think and act strategically, planning and evaluating activity and opportunities within the context of the wider programme as well as individually.
  • Translate concepts into effective action plans
  • Analytical and meticulous with attention to important details.
  • Ability to work with different stakeholders within and outside of organization.
  • Experience of working for a non-profit organisation is desirable, but not necessary.
  • Creative and innovative thinker.
  • Positive with the openness to learn and teach across teams and organization.

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