ILRI Jobs: [INTERNAL] Reservation and events coordinator

Vacancy Number: A/001/2013
Department: Corporate Services
Location: Addis Ababa, Ethiopia
Duration: two years with the possibility of renewal

General:  The International Livestock Research Institute (ILRI) works at the crossroads of livestock and poverty, bringing high-quality livestock science, communications and capacity building to bear on poverty reduction and sustainable development. ILRI has campuses in Kenya (headquarters) and Ethiopia, with other offices located in Africa (Botswana, Mozambique, Nigeria, Senegal, Uganda) as well as Asia (China, Laos, Thailand, Vietnam, India, Sri Lanka).

The position: ILRI is recruiting a Reservation and Events Coordinator position based in Addis Ababa, who will be a member of Housing, Catering and Conference Services in Corporate Services Division in ILRI.

Main Duties:

• Schedules and coordinates events, seminars, conferences and meetings for ILRI campus and/ Hosted institutions. Arranges various aspects of events such as conference room reservations, technical requirements, staffing or various other services. Tracking various expenditures and revenues, collecting fees and maintaining any necessary records related events
• Works closely and liaises with all relevant units such as Transport, Liaison, Knowledge Management and Information Services and others to ensure smooth and successful coordination of events
• Coordinates and organizes programs for visitors to ILRI (groups and individuals)
• Attends events to facilitate operations and responds to emergencies, problems, etc, ensures all aspects of events are implemented and controlled according to plans
• Assists on aspects of Front Desk, Housekeeping operations to ensure Guest Services are provided in an effective and efficient manner
• Maintains and updates the ILRI-Ethiopia calendar of events
• Updates Google calendar without fail
• Prepares information packages in consultation with concerned ILRI staff
• Organizes ILRI exhibitions
• Maintains data required for generating monthly management reports. Verifies all contracted service invoices, prepares report and sends for approval
• Maintains direct contact with people from various outside organizations and departments associated with scheduled events. Compiles material for event program, maintains mailing lists for distribution of event calendar or other pertinent information
• Holds daily pre-function meeting to review the daily operation
• Ensures that all standards set for food presentation, quality and quantity are met and monitored in collaboration with the Chef in order to provide and increase service standard
• Maintains a close working relationship with and ensures a proper communication between all Food & Beverage related documents
• Maintains revenue sheet reports for both outside and in-house function
• Maximization of room sales and revenue for the hostel
• Ensures the reservation activities with a sales attitude and need to be aware of sales opportunities within the campus which will assist to maximize revenue
• Ensures commercial management techniques of availability control are applied to achieve the maximization of room sales and revenue
• Ensures availability is reviewed on daily basis
• Ensures all refused business is recorded with reasons for refusal
• Ensures accurate advance booking count and forecasting is carried out
• Complies reservation and event work schedules
• Develops and maintains a high level of communication with all major sources of business and advise the Housing, Catering and Conference Services Manager of feedback where necessary
• Ensures briefing meetings are held daily with the Housing, Catering and Conference Services Manager
• Ensures the HCC Manager is kept informed of all developments in relation to the reservation and event
• Adheres to all company credit policies to ensure all revenue expected will be received.
• Carries out a minimum of eight sales calls (telephone or physical) to maximize revenue in consultation of HCC Manger
• Develops and maintains a high level of communication relating to business opportunity between the hostel and hosted institution and selected organization
• Performs any other task as may be instructed by management or HCC Manager

Minimum Requirements:
Education:

• University degree in Hotel and Catering Management

Experience:   

• At least 5 years relevant work experience

Training:

• Additional Hotel Management training is desirable

Skills:

• Effective communication skill is required
• Excellent interpersonal and networking skills
• Self-starter, one who is able to work to agreed priorities and deliverables

Duty Station: Addis Ababa

Grade: 2D level 2.

Minimum Base Salary:  Birr 12,644

Terms of appointment: This is Nationally Recruited Staff (NRS) position based at ILRI’s Addis Ababa campus. Initial appointment is fixed term for two years with the possibility of renewal, contingent upon individual performance and the availability of funding. The ILRI remuneration package for nationally recruited staff in Ethiopia includes very competitive salary and benefits such as life and medical insurance, offshore pension plan, etc.

Applicants should send a cover letter and CV (3 pages maximum) explaining their interest in the position, relevant documents and testimonials and the names and addresses (telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience to the Human Resources Office, ILRI, P.O.Box 5689, Addis Ababa, Ethiopia; Telephone: (251-11)-617-20-00; Fax (251-11) 646 46-45 or 617 20-01 name and reference number of the position for which the application is made A/001/2013 should be clearly marked on the envelopes if mailed or fax applications.  Only short-listed candidates will be contacted.

Closing date: January 15, 2013.

To find out more about ILRI, visit our websites at http://www.ilri.org.

ILRI is an equal opportunity employer.