Job Title: Conference Coordination Consultant
Organisation: Uganda Institution of Professional Engineers (UIPE)
Duty Station: Kampala, Uganda
About Organisation:
The Uganda Institution of Professional Engineers (UIPE), in collaboration with the Federation of African Engineering Organizations (FAEO), is hosting the prestigious 11th African Engineering Week and 9th Africa Engineering Conference. This significant event is being organized in partnership with UNESCO, Uganda Tourism Board (UTB), Federation of African Engineering Organizations (FAEO), and the World Federation of Engineering Organizations (WFEO). The 11AEW&9AEC will take place from 14th – 20th September 2025 and will convene engineers and diverse stakeholders from across the African continent and beyond. To ensure the seamless and successful execution of this high-profile event, UIPE seeks to engage a qualified and experienced Conference Coordination Consultant.
Objective of the Consultancy:
The primary objective of this consultancy is to provide comprehensive coordination services for all aspects of the planning and execution of the 11th African Engineering Week & 9th Africa Engineering Conference (11AEW&9AEC). The Consultant will be responsible for supporting the National Technology Forum (NTF) Committee and its Subcommittees, managing all logistical arrangements, facilitating effective communication among stakeholders, and ensuring the timely and efficient implementation of the conference roadmap.
Scope of Work:
The Conference Coordination Consultant will undertake the following key responsibilities:
Committee and Subcommittee Support:
- Coordinate and provide comprehensive support to the work of the NTF and its various subcommittees.
- Organize and schedule meetings, prepare detailed agendas, and ensure timely distribution of meeting materials.
- Record accurate meeting minutes and diligently follow up on all assigned action items.
Stakeholder Liaison:
- Serve as the primary point of contact and maintain effective communication between UIPE, FAEO, UNESCO, UTB, WFEO, sponsors, exhibitors, speakers, service providers, and other relevant stakeholders.
- Facilitate the flow of information and ensure all stakeholders are kept informed of progress and requirements.
Work plan and Deliverables Management:
- Proactively track the implementation of the conference work plan, key deliverables, and critical milestones.
- Identify potential risks and challenges and propose mitigation strategies to ensure the project stays on schedule.
Communication and Promotion:
- Develop and maintain effective communication channels with sponsors, exhibitors, speakers, and service providers, addressing their inquiries and providing necessary support.
- Assist in the management of conference documentation, media communications, and the dissemination of promotional materials.
Logistical Coordination:
- Oversee and support all logistical arrangements, including venue setup and management, registration processes, protocol matters, and the provision of comprehensive delegate services.
- Coordinate travel and accommodation arrangements for key participants as required.
Reporting and Documentation:
- Prepare regular and comprehensive progress reports for the Executive Secretary and the NTF Chairperson, highlighting achievements, challenges, and proposed solutions.
- Maintain organized and up-to-date records of all conference-related activities, communications, and documentation.
Volunteer and Technical Support Coordination:
- Coordinate the activities of volunteers and mobilize necessary technical support teams to ensure the smooth running of the conference.
Other Assigned Duties:
- Undertake any other duties and responsibilities as may be reasonably assigned by the Executive Secretary and the NTF Chairperson to ensure the overall success of the conference.
Deliverables: The Consultant is expected to deliver the following:
- Detailed work plan with timelines and responsibilities
- Regular progress reports as agreed upon with UIPE
- Well-documented meeting agendas, minutes, and action item follow-ups
- Comprehensive stakeholder communication records
- Logistical plans and execution reports
- Support in the development and dissemination of conference materials
- Final report summarizing the consultancy activities, achievements, challenges, and recommendations for future events
- Any other deliverables as required by UIPE
Qualifications, Skills and Experience:
The ideal Consultant should possess the following qualifications and experience:
- Education: A Bachelor’s degree in Event Management, Engineering, Communications, Public Administration, Business Administration, or a closely related field is required. A Master’s degree in a relevant field will be a distinct advantage.
- Experience: A minimum of five (5) years of demonstrable professional experience in project and/or event coordination, preferably for large-scale conferences or similar events.
Skills:
- Exceptional organizational and time-management skills with a proven ability to manage multiple tasks and deadlines effectively.
- Excellent interpersonal and communication skills, both written and verbal, with the ability to interact professionally with diverse stakeholders.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), social media marketing platforms, and digital collaboration tools.
Added Advantages:
- Previous experience working with professional bodies or international organizations.
- Familiarity with the engineering sector in Africa.
- For individual consultants, being a member in good standing of UIPE will be an added advantage.
How to Apply:
Interested individuals are invited to submit the following application documents:
- A cover letter clearly stating their suitability for the consultancy and their understanding of the Terms of Reference.
- An updated Curriculum Vitae (CV) detailing their relevant experience and qualifications.
- Copies of relevant academic certificates and testimonials.
- Contact details of at least two (2) professional referees.
Applications should be submitted via email to [email protected] and copied to [email protected] with the subject line: “Application – Conference Coordination Consultant”.
Deadline: 29th April 2025.
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