Protocol and Event Coordination Officer Job Vacancy: African Union Commission

Job Title: Protocol and Event Coordination Officer
Grade: P2

Department: Directorate of Peace and Security
Duty station: Addis Ababa, Ethiopia

Duration: One year

Profile of the Ideal Candidate:

The ideal events coordinator should have the ability to manage administration and logistics in support of the activities which are part of the Year of Peace of the African Union, to be carried out through 2010.

In addition, the coordinator is expected to coordinate up to 50 events in the coming year, some of which will take place in Addis Ababa, Ethiopia (AU headquarters) or in various parts of Africa.

The events coordinator must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work occasional evenings and weekends.

The event coordinator should have a love for special event management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external partners.

Duties:

• Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of the event.
• Aggressively gather information on each project to achieve quality event productions.
• Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.
• Create room layouts for each event.
• Propose new ideas to improve the event planning and implementation process.
• Serve as liaison with vendors on event-related matters.
• Assist with managing on-site production and clean up for events as necessary.
• Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
• Close out all events as required.
• Assist with preparing budgets and provide periodic progress reports to staff directors for each event project.
• Keep track of event finances including check requests, invoicing, and reporting.
• Coordinate appointments and visits to see our space, and scheduling of events on the calendar.
• Prepare and modify event contracts as requested

Qualifications:

• Excellent communication skills, including writing, proof reading skills, and speaking.
• Fluency in English and French are required;
• Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
• Excellent interpersonal skills both in person and by phone, with high professionalism.
• Ability to accomplish projects with little supervision.
• Fantastic customer service ethic and high expectations for quality.
• Bachelor’s degree preferred; significant work experience can substitute for the degree.
• At least 3 years experience with coordinating special events and office administrative management.
• Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches.

Application:

To apply, please submit the following:

• A letter stating reasons for seeking employment with the AU Commission;
• A detailed and updated CV, indicating nationality, age and gender;
• Names and contact details (including e-mail address) of three references;
• Certified copies of degrees and diplomas.

Remuneration:

The salary attached to this position is an annual lump sum of US$ 69,392.86 inclusive of all allowances for internationally recruited staff of the Commission.

Applications must be received not later than 22 February 2010 and should be addressed to:

The Director of Administration and Human Resource Development
P.O. Box 3243
Addis Ababa, Ethiopia
Fax: 00251-11-5525840/5510430
E-mail: au-recruits @ africa-union.org

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