AWT VACANCY ANNOUNCEMENT: Conference Administrator

African Writers TrustAfrican Writers Trust (AWT) will in March 2015 hold a five-day Second Edition of the Uganda International Writers conference in Kampala. Thirty delegates – drawn from writers, literary organisations engaged in the promotion of African literature, Arts funding agencies and cultural and arts practitioners from Africa and the diaspora – are expected to attend. The theme of the conference is Memoir and Truth. Other activities during the conference will include public readings by local and visiting writers, and training sessions.

AWT is looking for a conference administrator on a fixed term contract running from 15th December 2014 to 30th March 2015.

  • Overall Responsibility

To provide logistical and administrative support to the conference

  • Duties and Responsibilities
  • Assist AWT Director to create a conference organisation plan with key activities and deadlines for actions
  • Ensure smooth and timely communication between delegates and the AWT staff
  • Manage delegates offline and online queries about the conference
  • Manage delegates’ international travel and book, confirm and purchase air tickets
  • Coordinate and ensure international delegates’ pick-ups and drop-offs
  • Prepare and oversee any payments due to delegates and other service providers, including per diems and airport transfer refunds
  • Ensure timely and accurate payment of conference-related costs, including media coverage, hotel, and vehicle rental
  • Coordinate transportation to other conference-related venues
  • Prepare conference badges, materials and other information as required
  • Identify, confirm and arrange payment for suitable conference venues
  • Liaise with vendors (conference bags, stationery, transport and other providers) for timely production and delivery of goods
  • Compile all financial records, including receipts and payment vouchers at the end of the conference
  • Undertake any other duties as delegated by the Director
  • Person Specification

Knowledge and Expertise

  • Knowledge of conference and events administration
  • Able to produce promotional materials, conference packs, etc


  • Experience of administering conferences and events
  • Experience in financial monitoring
  • Experience of working unsupervised and as part of a team


  • Ability to work under pressure associated with running events and competing deadlines
  • Strong organizational skills, including attention to detail
  • Ability to be proactive and find appropriate solutions
  • Excellent interpersonal skills, including liaising with internal and external contacts, and providing support to delegates
  • Excellent written and oral communication skills, and ability to draft correspondence, precise information, and publicity materials

Personal Qualities

  • Understanding of, and commitment to principles of confidentiality
  • Ability to work under minimal supervision
  • Pleasant and friendly personality


A minimum of a first degree from a recognized university

  • How to apply

Send application together with cover letter, CV, and recent references to:

The application deadline is November 30th 2014. Only shortlisted candidates will be contacted.

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