Description
Event Coordination Officer at Rwanda Convention Bureau
(RCB): (Deadline 08-07-2026)
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 support, assist, and provide coordination
support 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
support, 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 Support
- Assist
in the preparation of event action plans, timelines, and implementation
frameworks.
- Support
the Event Coordination Manager in developing strategic event plans aligned
with RCB’s annual and multi-year objectives.
- Assist
in identifying operational requirements for upcoming events, including
logistics, staffing, and technical needs
2. Reporting and Documentation
- Assist
in preparing and compiling weekly event progress reports highlighting
status updates, risks, and mitigation notes.
- Support
the development of post-event reports capturing outcomes, lessons learned,
and recommendations.
- Assist
in preparing quarterly performance and progress reports for management
review.
3. Procurement and Vendor Coordination Support
- Assist
in drafting Terms of Reference (ToRs) for procurement of event-related
services and suppliers.
- Support
coordination with procurement teams and vendors to facilitate timely
delivery of services in line with specifications.
- Assist
in monitoring vendor activities during event preparation and execution
phases.
4. Stakeholder and Partner Coordination Support
- Support
coordination of planning and status meetings with government institutions,
organizing committees, sponsors, and other stakeholders.
- Assist
as a liaison support between RCB and event partners to facilitate
effective communication and alignment.
- Support
dissemination of event-related information to relevant stakeholders.
5. Event Operations and Execution Support
- Assist
in operational activities related to events including venue preparation,
logistics coordination, accreditation, invitations, and guest management.
- Support
site inspection visits by assisting with client arrivals, departures, and
guided tours.
- Help
monitor event activities and escalate operational issues to relevant
supervisors for resolution.
- Provide
support to ensure smooth execution of events in line with approved
protocols and instructions.
6. Event Evaluation and Continuous Improvement Support
- Assist
in post-event evaluation activities with internal teams and stakeholders.
- Support
analysis of event performance against objectives, KPIs, and stakeholder
feedback.
- Assist
in documenting lessons learned and recommendations for future improvement.
KEY DELIVERABLES
- Support
preparation of event action plans and schedules
- Support
preparation of weekly and quarterly event reports
- Assist
in post-event evaluation documentation
- Support
coordination of stakeholders and vendors
- Assist
in 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 support, 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 support 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 support where needed
- Flexible
and adaptable in dynamic environments
- Strong
team player
- High
integrity and professionalism
- Calm
and composed under supervision and pressure
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