Vacancy title:
Conference Coordination Consultant

[Type: FULL_TIME, Industry: Business Management and Administration, Category: Management]

Jobs at:
Uganda Institution of Professional Engineers (UIPE)

Deadline of this Job:
Tuesday, May 6 2025

Duty Station:
Kampala | Kampala | Uganda

Summary
Date Posted: Tuesday, April 22 2025, Base Salary: Not Disclosed

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JOB DETAILS:

Project: 11th African Engineering Week & 9th Africa Engineering Conference (11AEW&9AEC)
Location: UIPE Secretariat, Kyambogo, Gloucester Avenue, Kampala, Uganda (with potential for remote work as agreed)
Duration: 6 months (1st May – 31st October 2025)
Reporting to: Executive Secretary & Chairperson, National Technology Forum (NTF)
Application Deadline: 29th April 2025

Background:
UIPE, in collaboration with the Federation of African Engineering Organizations (FAEO), UNESCO, Uganda Tourism Board (UTB), and the World Federation of Engineering Organizations (WFEO), is hosting the 11th African Engineering Week and 9th Africa Engineering Conference from 14th–20th September 2025. The event will bring together engineers and stakeholders from across Africa and beyond.

Objective:
The Conference Coordination Consultant will provide comprehensive coordination for planning and executing the 11AEW&9AEC, supporting the NTF Committee, managing logistics, facilitating stakeholder communication, and ensuring timely implementation of the conference roadmap.

Key Responsibilities:

• Committee Support: Coordinate NTF and subcommittees, schedule meetings, prepare agendas, record minutes, and follow up on action items.
• Stakeholder Liaison: Act as the primary contact for UIPE, FAEO, UNESCO, UTB, WFEO, sponsors, exhibitors, speakers, and service providers, ensuring effective communication.
• Work Plan Management: Track conference work plan, deliverables, and milestones, identifying risks and proposing mitigation strategies.
• Communication & Promotion: Manage communication with stakeholders, handle inquiries, and assist with documentation, media, and promotional materials.
• Logistical Coordination: Oversee venue setup, registration, protocol, delegate services, and travel/accommodation arrangements for key participants.
• Reporting & Documentation: Prepare progress reports, maintain organized records, and document all conference activities.
• Volunteer & Technical Support: Coordinate volunteers and technical teams to ensure smooth operations.
• Other Duties: Perform additional tasks as assigned by the Executive Secretary and NTF Chairperson.

Deliverables:

• Detailed work plan with timelines and responsibilities.
• Regular progress reports.
• Meeting agendas, minutes, and action item follow-ups.
• Stakeholder communication records.
• Logistical plans and execution reports.
• Conference materials support.
• Final report summarizing activities, achievements, challenges, and recommendations.

Qualifications and Experience:

• Education: Bachelor’s degree in Event Management, Engineering, Communications, Public Administration, Business Administration, or related field (Master’s degree is an advantage).
• Experience: Minimum 5 years of professional experience in project/event coordination, preferably for large-scale conferences.
• Skills:
  • Exceptional organizational and time-management skills.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite, social media marketing platforms, and digital collaboration tools.
• Added Advantages:
  • Experience with professional bodies or international organizations.
  • Familiarity with the African engineering sector.
  • UIPE membership in good standing (for individual consultants).

Reporting:
The Consultant will report to the Executive Secretary and NTF Chairperson, with regular progress meetings to review progress and ensure alignment with objectives.

Work Hours: 8

Experience in Months: 60

Level of Education: bachelor degree

Job application procedure
Interested in applying for this job? Click here to submit your application now.

• Submit the following  (copy to president@uipe.co.ug) with the subject line: "Application - Conference Coordination Consultant":
• Cover letter stating suitability and understanding of the Terms of Reference.
• Updated CV detailing relevant experience and qualifications.
• Copies of academic certificates and testimonials.
• Contact details of at least two professional referees.
• Evaluation:
  Applications will be evaluated based on qualifications, experience, and proposed approach. Shortlisted candidates may be invited for interviews.
• Equal Opportunities:
  UIPE encourages applications from qualified individuals regardless of background.

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