- Durban
- Salary: Market Related
- Job Type: Permanent
- Sectors: Admin Travel & Tourism Finance
- Benefits: Pension Bonus Training
- Reference: 2115690
- Employment Equity Position
Vacancy Details
Employer: SAICA (SOUTH AFRICAN INSTITUTE OF CHARTERED ACCOUNTANTS)
The purpose of this role is to to effectively plan, manage and execute multiple projects as determined by SAICA.
To organise and manage relevant meetings in respect of the determined projects, and to perform the full secretariat function for these meetings.
To develop and maintain internal and external stakeholder relationships, respond to stakeholder queries and address stakeholder needs, through effective communication.
Responsibilities:
Efficient and effective project management / co-ordination
· Effective execution of responsibilities on allocated projects in line with the scope, planning, timelines, and budget.
· Assistance with relevant projects within the broader Member Engagement Division
· Investigate research and conceptualize projects to be implemented by SAICA, in consultation with the Senior Executive, Regional Executive and relevant council and committees.
· Prepare the project concept, plans and blueprint documents.
· Work with relevant SAICA departments to procure sponsorship and arrange logistical support where required (Marketing, Seminars & Events, Finance, etc.)
· Determine the objectives and focus of the project, investigate, research and secure theme and speakers
· Consult with all stakeholders /with the speaker
· Prepare and finalise speaker / presenter contract
· Prepare speaker briefing document and set up pre-event briefing session.
· Consult with SAICA’s commercial division on potential sponsors.
· Maintain professional working relationships with major and secondary sponsors of projects.
· Ensure the fulfilment of SAICA’s responsibilities as outlined in sponsorship agreements and in the sponsorship processes document.
· Work with Legal to secure sponsorship agreements.
Marketing and communication:
· Co-ordinate marketing of the projects , including advertising on the SAICA website, via SAICA bulk email distribution as well as on other social media platforms (Facebook, LinkedIn, Twitter, WhatsApp etc.).
· Draft (collate and finalise) communication for projects and obtain sign off before requesting the communication to be sent out via bulk email.
· Prepare, plan, and manage and coordinate Face to face and Virtual events.
· Review evaluation reports and proactively raise issues with Regional Executive.
· Ensure OHS requirements are met.
· Prepare a project budget based on quotations. Obtain approval of the budget from the Regional Executive.
· Monitor the number of attendees booked per event in relation to the expected number and keep the Service Manager and Regional Executive appraised of this for follow-up action.
· Monitor enrolments for events in terms of expected and maximum attendance and proactively initiate additional communication to maximise attendance when required.
· Update event evaluation reports.
· Timeous discussions with and recommendations to the Regional Executive and committee regarding the timing of events and manage the related process / administration to ensure maximum attendance.
· Ensure that the regional webpage is up to date in area of responsibility.
· Identify potential problem / risk areas and manage and / or escalate the problem / risk appropriately.
· Generate post-mortem reports for each event
Customer service and relationship management
· Willingly help other members of staff and perform any other duties assigned in a spirit of co-operation and teamwork within SAICA.
· Attend to telephonic queries professionally and efficiently.
· Timeous communication of relevant matters to council committee WhatsApp groups / WhatsApp broadcast groups and / or Telegram groups.
· Respond to and resolve queries assigned on D365, within the agreed time frame.
· Log all engagements/communications with members on D365.
· Treat all stakeholders with a professional approach.
· Maintain and manage internal and external relationships.
· Be service orientated in dealing with all stakeholders.
Financial administration
· Compile draft budgets in consultation with the Regional Executive or project leaders for projects as and when required.
· Implement applicable cost saving measures.
· Negotiate presenter, venue, digital support, and other contract prices.
· Follow financial process and procurement system and reconciling to the ledger.
· Responsible in conjunction with the Regional Executive for ensuring the accuracy of quarterly financial statements (income and expenditure).
· Responsible for correctness of account allocation of all income and expense account
Comply with BEE procurement processes
Required Skills
- Event Management: 2 to 3 years
- Project Management Support: 1 to 2 years
- Event Administration: 3 to 4 years
- Committees: 1 to 2 years
- Minute-Taking: 1 to 2 years
Candidate Requirements
Qualifications:
- Grade 12
- Secretarial/ Administration/ Marketing Certificate or Diploma
- Public relations or event management qualification an advantage.
Experience
- A minimum of 3 years’ events management, secretarial or event administration experience.
- Experience managing large committees.an advantage.
- Minimum of 1 year experience in project management / public relations.
- Experience in MS Office, MS Teams
Other
The person in this role will be required to travel and must have reliable transport
81 people have applied for this job. 1697 people have viewed this job.
About SAICA (SOUTH AFRICAN INSTITUTE OF CHARTERED ACCOUNTANTS)
The South African Institute of Chartered Accountants (SAICA) is the leading accountancy body in South Africa and one of the leading institutes in the world. SAICA's main role is to develop Chartered Accountants [CAs(SA)] to become leaders in government, businesses and communities.
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