Senior Project Events Manager TB00996
Listing reference: nwu_002245
Listing status: Closed
Apply by: 30 November 2023
Position summary
Industry: Education & Training
Job category: University and Academy
Location: Potchefstroom
Contract: Fixed Term Contract
Remuneration: Market Related
Introduction
NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS)
DIVISION: DVC CAMPUS OPERATIONS
POSITION NUMBER:
POSITION: SENIOR EVENTS PROJECTS MANAGER
PEROMNES GRADE: TB00996
EMPLOYMENT TYPE: 2-YEAR FIXED-TERM APPOINTMENT
Job description
PURPOSE OF THE POSITION:
To establish, develop and manage a central operational administrative office (on campus) to support internal and external stakeholders who apply to utilize University facilities to host/organize an event/ceremony on campus and general support to the office of the Deputy Vice-Chancellor (Campus Operations) and manage ad hoc or delegated projects from the office of the Deputy Vice-Chancellor (Campus Operations), under the management of the Office and Project Manager.
KEY RESPONSIBILITIES:
1. Manage central operational and administrative office:
- Administer a central operational and administrative office to support internal and external stakeholders who apply to utilize University facilities to host/organize an event/ ceremony/function.
- Ensure the proper administrative coordination between the different stakeholders, by standardising forms for project plans and other administrative processes that need to be included in the project and event management.
2. Liaison with external and internal stakeholders:
- High-level liaison and communication process with external and internal stakeholders (applicants/event organisers).
- Notifying the relevant facility departments of events/ceremonies/functions taking place.
- Office of the VC and DVC (campus); (VIP & Protocol); (VIP holding area, etc.).
- Sit in the venue operational centre during big Student Life events such as Rag.
- Protection/Security Services (including SAPS) (Traffic and Parking).
- Marketing/Branding
- Communication / Media / social media, etc.
- Building Representatives.
- Facilities Department (Space Booking Office).
- Cleaning and Landscaping and Cartage Services.
- Sound and Lightning.
- Furniture Rental Service, etc.
- Liaise with service providers such as Howler/SAB during big events.
3. Support to external and internal stakeholders:
- Rendering support and assistance, guidance and training to external and internal stakeholders with regard to the application process for persons who apply to utilize University facilities to host/organize an event/ceremony/ function.
- Awareness to all the internal and external stakeholders with regards to risks e.g. the sign of off structures by engineers
4. Administer compliance:
- Ensure that all SASREA applications to the SAPS are completed and presented to the SAPS in the prescribed periods to ensure compliance. Assistance is provided to staff and students regarding the SASREA requirements for events, which can be very time consuming. A lot of his/her time is taken up with appointments with students in this regard.
- Ensure that event organisers submit their required event safety file (with required supporting documents) / event risk management plan (smaller NWU "events" prior to the event for approval / disapproval). Provide written feedback to the organiser on their status.
- Conduct pre-event inspection and ad hoc inspection during the event with the event organiser, event safety officer, NWU Protection Services and SHE department.
- The coordination of debriefing meetings with all stakeholders to determine the compliance and also to determine future risks with regards to elements during similar events.
5. Assigned Ad hoc duties:
- Any other activities assigned by the Office of the DVC (Campus Operations), specifically by the Office and Project Manager as well as departments we work very closely with.
- Assistance to Student Life specifically with regards to R&O, Open days, Rag and other special residence activities such as Patria July etc.
Minimum requirements
MINIMUM REQUIREMENTS:
· A bachelor's degree (NQF level 7) in any field of study.
· A minimum of 3 years’ experience in general administration.
RECOMMENDATIONS:
· Project management experience.
· Proven experience of the management of multi-campus projects as well as scenario planning and forecasting.
· Budgeting and financial management using the NWU financial system.
KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:
· Knowledge of SASREA regulations and guidelines.
· Strong organisational and administrative skills.
· Excellent communication and interpersonal abilities.
· Formal training in MS Office (Word, Excel, PowerPoint).
· Liaison with stakeholders (service providers, internal staff, 3rd parties, professional consultants.
BEHAVIOURAL COMPETENCIES:
· Good organising and planning skills.
· Able to work independently with little direct supervision.
· Excellent oral and written communication skills.
· Able to work under pressure towards monthly deadlines.
· Accuracy and attention to detail.
· Understand and interpret work related documents.
REMUNERATION:
The annual total remuneration package will be commensurated with the level of appointment as advertised and in line with the NWU policy guidelines.
ENQUIRIES REGARDING JOB CONTENT MAY BE DIRECTED TO: Mr Vincent Eastes, Tel: 018 299 2600
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Mr Zenyo Seboko, Tel: 018 299 4951
CLOSING DATE: 30 November 2023
PLANNED COMMENCEMENT OF DUTIES: As soon as possible
Kindly take note: applications must be submitted online through the official nwu vacancy website.
Incomplete applications and those submitted through any other platform will not be considered.
The University subscribes to and applies the principles of Employment Equity (EE) Act and is committed to transformation. Preference will be given to candidates from the designated groups, in accordance with the principles of the EE Act and NWU Employment Equity Plan.
The University reserves the right not to make an appointment. Communication will be limited to shortlisted candidates only.
If you are not contacted within two months from the closing date of this advertisement, please accept that your application was unsuccessful.
