Events and Logistics Coordinator

Job Details

Scope of Work

• Event Planning and Coordination: Organize and manage events for the VPR Office, including conferences, workshops, seminars, and special events related to research and Centers of Excellence (CoEs).
• Logistics Management: Oversee all logistical aspects of events, including venue selection, catering, audiovisual needs, transportation, and accommodations for participants.
• Stakeholder Communication: Liaise with internal and external stakeholders, including researchers, faculty, and vendors, to ensure seamless event execution.
• Budget Management: Assist in budget planning and tracking for events, ensuring all expenses are within the allocated budget and providing regular updates to management.
• Research Support: Collaborate with research teams and CoEs to identify event needs, gather input, and incorporate feedback for continuous improvement of event offerings.
• Marketing and Promotion: Develop promotional materials and strategies to increase attendance and engagement for events, utilizing various communication channels.
• Post-Event Evaluation: Conduct post-event evaluations, gather feedback, and prepare reports to assess the success of events and inform future planning.

Competencies

• Organizational Skills: Exceptional ability to manage multiple projects and priorities simultaneously, demonstrating strong attention to detail.
• Communication Skills: Excellent verbal and written communication skills to effectively interact with diverse audiences.
• Problem-Solving: Strong analytical and problem-solving abilities to address challenges that arise during event planning and execution.
• Team Collaboration: Proven ability to work collaboratively in a team environment and foster positive working relationships Excellent computer skills in programs such as Microsoft Office, CRM, SAP, etc.
• Adaptability: Flexibility to adapt to changing circumstances and priorities, with a proactive approach to overcoming obstacles.
• Technical Skills: Proficiency in event management software and tools, as well as Microsoft Office Suite (Word, Excel, PowerPoint).
• Language Skills: Fluency in English is required; proficiency in Arabic is a plus.

Qualifications

Bachelor’s degree in Event Management, Communications, or a related field.

Experience

• At least two (2) years of experience in event planning, logistics coordination, or a similar role, preferably in an academic or research environment.
• Demonstrated experience in coordinating events of varying sizes and complexities, with a track record of successful execution.
• Experience in budget management and financial tracking for events.