Event Executive

The main purpose: The purpose of this position is to ensure the coordination and administration relative to all types of events hosted at the CTICC thus ensuring the successful build up/compilation and execution of events. The Event Executive must ensure that clients have exceptional experiences through effective client management.

Reporting to the: Events Manager

Key responsibilities will include but are not limited to:

1. Coordinate and Procure services for all Events

• Client relationship management.

• Determining the exact needs of the client and advising on certain possibilities and options.

• Advising and discussing all services requirements for events namely: venue settings, décor, Audio Visual, ICT solution, entertainment, food & beverage requirements, security & safety; statutory regulations and any other additional requirements relating to the event.

• Upsell all services for events.

• Generate requisitions and hand over to Finance to follow up on client payment deadlines.

• Liaising with the relevant internal departments/divisions regarding additional special needs as requested by the client.

• Arrange pre-conference meetings with client and all internal stakeholders as well as service providers.

• Client relationship management.

• Liaising and promoting CTICC in-house service providers.

• Ensuring client satisfaction with the event planning process

• Arrange client feedback meetings for a de-brief after the event to ensure client relationship management.

• Securing client feedback and responding appropriately and timeously on the actual experience at the CTICC.

• Ensure to achieve required client satisfaction score for the division.

• Co-ordinate and attend site inspections and menu tasting with clients.

• Follow through to successful execution of event and ensure the account has been completed in terms of financial records.

• Ensure all contractual documents are on file when the account is closed.

• Ensure all events are closed and accounted for as per the company policy and procedures.

• Identify areas of improvement and communicate the opportunities with manager.

2. Finance Management

• Prepare requisitions for expenditure ensuring adherence to company policies and procedures.

• Provide Finance with all supporting documents to prepare an invoice for an event in line with company policies and procedures.

• Ensure the supporting documentation is submitted to Finance within 4 days of event close to secure payment within the required time if additional services were procured by the client.

• Communicate with Finance Department to proactively approach accounts payable.

• Ensure payments are received in line with the pricing policy and client contract.

• Work with the Finance Department to follow up on overdue and outstanding payments to ensure money is received in compliance with policy and client contract.

• Liaise with debtors’ clerk regarding debtors age post events.

Supply Chain Management (SCM) Practitioner: Demand & Acquisition

The main purpose: Ensuring compliance to the Supply Chain Management Policy, with the execution of processes and procedures, effective administration of tenders and quotations as well as maintaining records of outcomes, supporting, and contributing to fair, equitable, transparent and cost-effective acquisition management practices that is consistent with policies and laid down requirements encapsulated in legislative frameworks.

Reporting to the: Senior SCM Practitioner: Demand & Acquisition

Key responsibilities will include but are not limited to:

1. Provide support with the implementation of procedures, systems and controls

• Provide support with the implementation of Supply Chain Management Policy and processes, clarifying understanding and implementation approach, outcomes and performance measures to end-users.

• Provide support with the aligning of information systems, applications, work processes and role boundaries to support functional outcomes related to procurement.

• Provide advice and guidance to user-departments on the interpretation of procedures, application and communication sequences associated with the Supply Chain Management processes.

• Assist with the design and development of standard tender documents and specifications.

2. Acquisition Management

• Effective and proactive liaison with Business Units/ End-user departments in the CTICC in respect of technical specifications, costing analysis, maintenance and contractual implications.

• Prepare invitation for bids/formal written quotations, request for proposals and solicit bids/quotations or proposals from suitably responsible bidders and subsequent evaluation and recommendation.

• Form part of the BSC, and BEC and BAC meetings

• Preparing of all bid/formal written quotation related documentation and reports required (e.g., tender documents and invitations, BEC/BAC reports, minutes of meetings)

• Verify compliance to CIDB prescripts regarding the applicable grading to be applied to a tender

• Attend tender site / clarification meetings and advice prospective tenderers on SCM practices and procedures

• Perform an SCM Compliance evaluation on bids/quotations received to verify the responsiveness of the bids and compliance to the CTICC SCM Policy, i.e. (Verifying Information: Tax Clearance Validity, BBBEE Status level, Preference points claimed in terms of Preferential Procurement Regulations, etc.)

• Communicate with and advice user departments or tenderers on any issues regarding the compliance evaluation of tenders received

• Draft and issue all public notices associated with bids/quotations.

3. Administrative Support

• Maintain all internal control registers and update them accordingly

• Ensure that bid document audit trail is maintained

• Ensure the integrity and effective administration of supply chain delivery processes

• Provide telephonic, written and e-mail responses to user-department and tenderer enquiries regarding administrative processes, tender document submission or distribution and the completion of MBD documentation

• Maintain the electronic filing system of the Supply Chain Management Unit

• Assist and provide information requested by external/internal auditors

4. Demand Management

• Gathering information relating to the needs analysis from internal departments

• Assistance with consolidating a Demand Management Plan from information and inputs submitted by internal departments regarding their expected procurement plans.

• Maintaining the Demand Management Plan monthly to ensure the monitoring of the performance against the milestones of the plan

• Assistance with the compilation of a monthly status report for consideration by senior management

WTM Africa / EQUAL Africa / IBTM Africa / Travel Tech / SETE / ATIC / Africa Travel & Tourism Awards

A nexus for travel professionals across South Africa, the continent and the globe, Africa Travel Week plays hosts to various shows, conferences and award ceremonies focusing on leisure tourism, LGBTQ+ travel, MICE/business travel, Tourism Investment, sport tourism, responsible tourism and travel technology.

Michael Collins

Bongani Wondo

Alex Gird

Bid Award Register – August 2024

Bid Award Register – July 2024

Event Cancellation: AllSport Expo

The CTICC regrets to announce that, due to unforeseen and unpreventable operational circumstances, the AllSport Expo, originally scheduled for 27 to 29 September 2024, has been cancelled.

All ticket holders will be fully refunded by Howler, the official ticketing merchant for this event.

Please visit www.howler.co.za for refund details. We sincerely apologise for the inconvenience this may have caused, and thank you for your understanding.

For any queries, please contact us at media@cticc.wowfingers.com.

Kagiso Nonyana