We are Hiring: Event Coordinator

The Civic Tech Innovation Network (CTIN) seeks to appoint a conference coordinator for its upcoming annual conference. The coordinator will assist with the planning, coordination and implementation of the joint Civic Tech Innovation Forum 2023 and Jamfest 2023 to be hosted in October 2023. The Coordinator will be expected to work with the core team to execute the vision of the collaborative CTIF23 and Jamfest.

• Period: 01 May — 30 November 2023
• Compensation: Up to R20k per month (time-based)
• Contract type: Part-time, 20–25 hours per week
• Location: Wits Parktown Campus + some Remote (Preferably Johannesburg-based as in-person meetings will be held at CTIN offices)
• Application deadline: 25 April 2022

About CTIF and Jamfest

CTIN’s annual conferences are intended to enable network members to engage face-to-face, learn about innovations, tools and techniques, share experiences and meet potential collaborators. They present an opportunity to gain an overview of what is going on in the sector in Africa and the world. They also provide an opportunity for CTIN to consult with network members to inform the design of future activities. Visit our past CTIFs: CTIF2020, CTIF21 and CTIF22.

Jamfest is an African media and information festival directed at a diverse set of African media makers and media public. The festival will showcase new content styles and approaches, new audiences and great innovations in delivery. Jamfest is hosted in collaboration with the Civic Tech Innovation Forum.

Our Target groups:

African Civic Tech and JAM (journalism and media) community, current and potential civic tech / JAM user communities, related government and non-governmental communities, media, academics / researchers, tech and innovation community,NGO and CSOs, digital rights and media activists, and more.

Event Functions & Format:

• Learning (Masterclasses)
• Sharing
• Connecting / Workshopping
• Exhibiting / Showcasing

Event Coordinator Responsibilities

Pre-Event:

1. Research, design and preparation of approach and execution for events to meet the CTIF23 / Jamfest23 vision.
2. Determine innovative, dynamic approaches and platforms for the events
3. Help to identify, mobilise/recruit and secure/contract the partners, resources and content to actualise the plan/calendar.
4. Help with creative direction
5. Coordinate and prepare all stakeholders.
6. Organising events’ hosting and facilitation.
7. Coordinate event logistics including booking of travel, hotels, the venue, support team, decor and furniture, and tech.
8. Communications planning, which includes working with the communications team to create a media campaign for the conferences.
9. Invitation and full management and preparation of guest speakers and participants.
10. Compilation of necessary pre-event content e.g. speaker pictures and bios, presentations slides, and briefs.

During the Events:

1. Handling the events promo, marketing and dissemination
2. Run the day-to-day activities and oversee running order of the conferences
3. Coordinate event management
4. Ensuring in-process and terminal evaluation
5. Keeping track of the events analytics
6. Compilation of a report for each of the events

Post Events:

1. Compilation of necessary post-event content e.g. raw recordings, chats, attendees and registrations list, edited video/podcasts
2. Event close-out report (what was done, lessons, recommendations)
3. Thank you communication with partners, speakers and attendees

Minimum/essential requirements

• Degree or Diploma in Marketing or related field
• Documented experience in event coordination and management
• Project management skills and professionalism
• Strong organizational and multi-tasking skills, ability to work well under pressure with a wide range of people
• Excellent communication skills, the ability to interface with clients, prospective clients, students and alumni in a professional, confident and friendly manner
• Ability to coordinate complex projects to tight deadlines in a professional, well-presented way
• Experience in working with budgets and handling logistics in arranging travel, venues, guest protocol etc.
• Some understanding of the civic/social innovation space, and the kinds of communities that Jamlab and CTIN are targeting with this
• Ideally, someone familiar with Wits systems

Deliverables

• Inception report, detailed work plan and draft programme for partner review/approval; Third-party service provider bookings; speaker confirmation
• Weekly progress updates including Hours, Progress and Monitor of all bookings and expenditures
• Implementation and coordination of the CTIF conference
• Final evaluation report and final handover of materials

Expectations / Terms:

• The event coordinator will need to have the necessary equipment and resources for communication, delivery, and management/admin (e.g. laptop, internet access, phone, etc.)
• The event coordinator is immediately available due to the project’s urgent timelines.
• The CTIN team is available to provide support within means and reason.
• Focus on broader impact and useful, reusable artefacts.
• Combining dynamic, experiential formats and new media tools with rigour in content and professionalism.
• Experimentation, but with responsibility, evaluation and documentation.

Application/Proposal submissions

Interested parties should prepare a short proposal response outlining their:

• Proposed approach
• CV, highlighting any examples of relevant work and references, and
• Indicate any assumptions or limitations.

Closing date

Submissions should be sent to info@civictech.africa by COB by 25 April 2023 with the Subject: CTIF-Jamfest Event Coordinator

Successful applicants only will be notified within 10 business days.

For More Details Contact: Nkosinathi Mcetywa at nkosinathi@civictech.africa