Event Coordination Officer

JOB TITLE: Event Coordination Officer (EC Officer)

COMPANY: Rwanda Convention Bureau (RCB)
REPORTS TO: Director of Event Coordination

ABOUT RWANDA CONVENTION BUREAU (RCB)

The Rwanda Convention Bureau (RCB) is the national body mandated to position Rwanda as a leading destination for Meetings, Incentives, Conferences, and Exhibitions (MICE). RCB works closely with government institutions, private sector partners, and international stakeholders to attract, bid for, and successfully host high-impact events that contribute to Rwanda’s economic development and global visibility.

POSITION SUMMARY

RCB is seeking a highly organized and dynamic Event Coordination Officer to assist, assist, and deliver coordination assist in the planning, coordination, and execution of national and international events. The role will work under the close supervision of the Event Coordination Manager and Director of Event Coordination to facilitate smooth event activities across all phases, including planning, execution assist, and post-event follow-up.

The Event Coordination Officer will play a strictly supporting role, assisting with stakeholder coordination, documentation, logistics preparation, and operational follow-up to help ensure events are implemented in line with RCB standards. The role does not carry final responsibility for event delivery outcomes.

KEY RESPONSIBILITIES

1. Event Planning and Strategy assist

• help with the preparation of event action plans, timelines, and implementation frameworks.
• assist the Event Coordination Manager in developing strategic event plans aligned with RCB’s annual and multi-year objectives.
• help with identifying operational requirements for upcoming events, including logistics, staffing, and technical needs

2. Reporting and Documentation

• help with preparing and compiling weekly event progress reports highlighting status updates, risks, and mitigation notes.
• assist the development of post-event reports capturing outcomes, lessons learned, and recommendations.
• help with preparing quarterly performance and progress reports for management evaluate.

3. Procurement and Vendor Coordination assist

• help with drafting Terms of Reference (ToRs) for procurement of event-related services and suppliers.
• assist coordination with procurement teams and vendors to facilitate timely delivery of services in line with specifications.
• help with monitoring vendor activities during event preparation and execution phases.

4. Stakeholder and Partner Coordination assist

• assist coordination of planning and status meetings with government institutions, organizing committees, sponsors, and other stakeholders.
• Assist as a liaison assist between RCB and event partners to facilitate effective communication and alignment.
• assist dissemination of event-related information to relevant stakeholders.

5. Event Operations and Execution assist

• help with operational activities related to events including venue preparation, logistics coordination, accreditation, invitations, and guest management.
• assist site inspection visits by assisting with client arrivals, departures, and guided tours.
• Help track event activities and escalate operational issues to relevant supervisors for resolution.
• deliver assist to ensure smooth execution of events in line with approved protocols and instructions.

6. Event Evaluation and Continuous Improvement assist

• help with post-event evaluation activities with internal teams and stakeholders.
• assist analysis of event performance against objectives, KPIs, and stakeholder feedback.
• help with documenting lessons learned and recommendations for future improvement.

KEY DELIVERABLES

• assist preparation of event action plans and schedules
• assist preparation of weekly and quarterly event reports
• help with post-event evaluation documentation
• assist coordination of stakeholders and vendors
• help with smooth execution of assigned event activities under supervision

QUALIFICATIONS AND EXPERIENCE

• Bachelor’s degree in Hospitality Management, Public Relations, Business Administration, Communications, Event Management, or a related field.
• Minimum of 5 years of relevant experience in event coordination or event management assist, preferably within large-scale or international events.
• Experience in supporting event planning and execution processes from concept to completion.

SKILLS AND COMPETENCIES

• Strong event coordination and administrative assist skills
• Good stakeholder and vendor coordination abilities
• Strong communication and interpersonal skills
• High level of organization and ability to multitask
• Ability to work under supervision and follow instructions effectively
• Problem-solving mindset with attention to detail
• Professional and client-service oriented approach

PERSONAL ATTRIBUTES

• Proactive and willing to assist where needed
• Flexible and adaptable in dynamic environments
• Strong team player
• High integrity and professionalism
• Calm and composed under supervision and pressure