Conference Coordinator job at Palliative Care Association of Uganda (PCAU) | Apply Now

Supportive role to Secretaries of Conference Committees.

• Be the contact/liaison for the Conference Secretariate operations for both internal and external stakeholders.

• Support coordination and maintaining proper conference records and ensure seamless organisation, panning and delivery of all conference preparation details.

• Manag the conference delegates list, segregated in appropriate formats to ensure seamless registration, nametags and identification, proper sitting arrangement among others.

• Support designated staff on managing all conference suppliers and ensuring comprehensive agreements and understanding of conference needs by all suppliers.

• Be the key contact for matters concerning organisation and delivery of the conference gala dinner.

Supportive Role to Conference Organising Committees

• Manage a harmonised schedule for all conference organising committees’ meetings and events.

• Offer necessary technical support to conference organising committees and monitor committees’ performance and adherence to performance schedules and plans.

• Offer technical support to conference committees’ secretaries in scheduling meetings, drawing meeting invitations, action plans and following up with approvals of meetings requests as required.

• Offer a supportive role on managing and requests and requisitions by conference committees and conference personnel.

• Manage the preparation and ensure proper delivery of conference awards.

Speakers and precentors Role

• Support the Secretary to the Scientific Committee in developing, delivering and following up on all speakers and presenters’ invitations.

• Maintain confirmation logs and follow up details on all conference presenters and speakers.

• Offer support in coordinating the presenters to ensure that all conference presentations are ready on time and handled in appropriate formats in liaison with the ICT committee.

• Support in managing all required logistics for conference speakers including transport, accommodation and other arrangements as maybe required.

Communication and Marketing

• Work hand in hand with communication officers of hosting institutions to support implementation of the conference communication strategy and schedule of activities.

• Support in drawing and review of all required conference communication and marketing materials for both internal and external stakeholders.

• Support in monitoring the performance of the conference communication process, tools and channels and ensure quick actions in addressing requests for information or rectifying mishaps/miscommunication.

• Manage correspondences and queries from stakeholders including conference delegates, speakers and other interested members of the public.

• Working with responsible staff to implement the conference marketing strategy and activities.

• Support media engagement for the conference publicity including preparation of conference documents such as briefs and attending some identified events to represent or market the conference.

• Supporting the offering technical support and input in all matters concerning conference branding.

• Support in managing conference social media platforms.

Resources mobilisation/fundraising

• Support designated conference personnel and committees to draw conference resources mobilisation plans and monitoring performance on resources mobilisation by designated committee.

• Follow up and manage correspondences with conference sponsors and exhibitors ensuring proper implementation of the conference exhibitions and sponsorship packages and information.

• Support the organising and implementing of the conference fundraiser events.