Vacancy Details
Employer:SAICA (SOUTH AFRICAN INSTITUTE OF CHARTERED ACCOUNTANTS)
To effectively plan, manage and execute multiple projects such as the Economic Recovery Programme (Annual Economic Blueprint update, Task Team management and Conference convening) and 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.
This position is based in theKZN (Eastern Region).
Responsibilities
Efficient and effective project management / co-ordination
Effective execution of responsibilities on allocated projects in line with the scope, planning, timelines, and budget.
Concept:
• 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, blueprint and budget 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, in consultation with the Senior Executive and Regional Executive and/or relevant council or committee. Investigate, research and secure theme and speakers locally and internationally.
• Implement the project as per the approved project plan for the project.
• Consult with the champion / regional stakeholders / other SAICA divisions regarding the speaker / presenter.
• Consult with the speaker / presenter to finalise dates. Submit speaker content to the Regional Executive / committee for approval.
• Prepare and finalise speaker / presenter contract in conjunction with SAICA Procurement and Legal, adhering to deadlines for marketing information, documentation, etc.
• Prepare speaker briefing document and set up pre-event briefing session.
Sponsors:
• 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.
Budget:
• Prepare a project budget based on quotations. Obtain approval of the budget from the Regional Executive.
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.
• Meeting with stakeholders and funders when required to do so.
• Develop presentations
Event coordination
• Overall project management of the events and be in attendance.
• Collaboration with Seminars and Events division
Attendees:
• Monitor the number of attendees booked for specific events in relation to the expected number and keep the 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.
Evaluation:
• Review evaluation reports and proactively raise issues with Regional Executive.
• Other event management matters:
• 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.
• Identify potential problem / risk areas and manage and / or escalate the problem / risk appropriately.
• Generate post-mortem reports for each event.
Assistance with relevant projects within the broader Member Engagement Division
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. Assist in creating a positive, collaborative staff culture among all Member Engagement staff.
• Attend to telephonic and email queries and support professionally and efficiently.
• 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.
• Be service orientated in dealing with all stakeholders.
• Maintain and manage internal and external relationships.
• Practical demonstration of the SAICA values.
Effective and professional internal and external communication
• Timeous communication of relevant matters to council committee WhatsApp groups / WhatsApp broadcast groups and / or Telegram groups.
• Timeously prepare and / or maintain and / or contribute to reports on work in progress, performance, feedback on events, stakeholder engagements and the monthly CEO report.
• Ensure that the regional webpage is up to date in area of responsibility.
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 accounts.
• Comply with BEE procurement processes.
