Job Description
This position offers a unique opportunity to contribute to the success of a state-of-the-art conference center, supporting agricultural development and knowledge sharing in Ethiopia. The role provides exposure to event planning, client management, and logistical coordination within a dynamic and impactful environment.
The Federal Ministry of Agriculture of Ethiopia has established a modern, purpose-built Conference Center to serve as the national hub for agricultural knowledge sharing, policy dialogue, capacity building, and multi-stakeholder collaboration. Designed and constructed with support from UNOPS, the Center is expected to operate as a financially self-sustaining entity through professional facility rental, event services, and ancillary revenue streams while delivering world-class experiences to government institutions, development partners, NGOs, academic bodies, and private agri-businesses.
The Project Assistant (Event Coordination) operates under the supervision of the Project Management Support Officer, providing support for the planning, logistics, implementation, and documentation of events hosted at the Centre. This includes conferences, training programmes, workshops, exhibitions, and hybrid events within the agricultural and related sectors. The position contributes to the Centre’s objectives of supporting knowledge sharing, capacity building, multi-stakeholder collaboration, financial sustainability, and conference-tourism development while delivering professional service.
1. Event Planning and Client Management
- Serve as point of contact for event related and logistical assistance to internal and external client counterparts (Ministry departments, UN agencies, donors, NGOs, private sector, universities, etc.).
- Conduct needs-assessment meetings with clients, prepare detailed event proposals, budgets, timelines, floor plans, and service agreements.
- Provide routine support in designing customized event packages (full-day, multi-day, hybrid, exhibition + conference, training + field visit, etc.).
- Assist with coordinating and/or preparing contracts for venue rental, catering, accommodation blocks, transport, and other ancillary services.
- Provide routine support promoting additional services (simultaneous interpretation, live streaming, exhibition space, branded materials, photography/videography).
2. Event Coordination and Logistics
- Contribute in developing event checklists, run sheets, and critical path timelines.
- Assist Audiovisual & Data Center Coordinator for technical requirements (sound, lighting, projection, video-conferencing, recording, live streaming).
- Liaise with the Administration & Finance Coordinator on billing, invoicing, deposits, and final settlements.
- Oversee room set-up, signage, registration desks, catering, protocol, security, and cleaning services.
- Support VIP and ministerial protocol requirements in coordination with the Ministry’s Protocol Directorate.
- Ensure full compliance with health, safety, fire, and COVID-19 (or other) protocols.
3. On-Site Event Management
- Act as the on-site focal person for all events, supervising support staff and resolving issues in real time.
- Manage registration and badge production, participant flow, and session timing.
- Coordinate with simultaneous interpreters, rapporteurs, and technical teams.
- Provide immediate client support and ensure a seamless, professional experience.
4. Post-Event Activities
- Conduct client debriefings and collect feedback through standardized evaluation forms.
- Prepare post-event reports (attendance, revenue, client satisfaction, lessons learned).
- Follow up on outstanding payments and issue final invoices.
- Archive event materials, photos, recordings, and presentations in the Centre’s digital repository.
5. Marketing and Business Development
- Actively promote the Centre to potential clients through participation in agricultural forums, preparation of marketing materials, and maintenance of an up-to-date events calendar.
- Build and maintain a database of past and prospective clients.
- Collaborate with the Ministry’s Communication Directorate and partners to position the Centre as Ethiopia’s premier venue for agricultural conferences.
6. Financial and Administrative Support
- Prepare accurate event budgets and monitor expenditure to ensure profitability.
- Contribute to the Centre’s annual revenue targets (venue hire, catering commissions, AV services, etc.).
- Maintain inventory of event-related materials (banners, nameplates, stationery, giveaways).
7. Team Management and Capacity Building
- Supervise, mentor, and evaluate the Assistant Event Coordinator, event support staff, and rotating interns.
- Conduct regular team briefings and training sessions on customer service excellence and event management best practices.
