Logistics Consultant

I.    Background
The African Potato Association (APA) Conference is a triennial meeting organized by the African Potato Association (APA), a non-profit organization launched in 1983. The APA Council seeks the services of the Logistics Consultant experienced in organizing conferences for the 13th triennial meeting to be held in late May 2025 in Kampala, Uganda.
 
The Logistics Consultant will assist the local organizing committee in the preparation process for the 13th APA Triennial Conference, being responsible for coordinating the logistical, technical and management components to a successful and smooth organization of the conference. This consultant is needed from 1st April 2025 through 30th June 2025. The consultant will report to the APA President and works in close collaboration & consultation with all members of the APA Council.
II.    Objective
  • Provide input in the development of an action plan for the APA triennial meeting from April 2025 to June 2025.
  • Provide monthly reports
  • Provide final report at the end of the conference describing achievements and challenges
III.    Deliverables
  • Terms of Reference/Duties:
  • The consultant will contribute to the following terms of reference:
  • Manage the APA Office in a friendly, client and result-oriented manner
  • Convene APA conference planning and organization committees and serve as the Assistant Secretary to these Committees, writing up timely minutes of each meeting.
  • In consultation with the APA President and fundraising committee leaders, assist to coordinate fund raising activities, especially follow-up meetings
  • Assist to coordinate and support APA technical review teams and ensure timely communication with authors.
  • In coordination with the communication team, ensure the database of potential APA participants and members is up-to-date.
  • Coordinate and follow up on all external APA communication
  • In consultation with the CIP Accountant (the APA treasurer) and APA President, manage the budget for the 13th Triennial Conference
  • Manage the relationship with the selected conference venue
  • In consultation with the Logistics Committee, oversee and manage the participant list, assuring that participants are aware of visa regulations and other travel guidelines in Uganda.
  • In consultation with the Logistics committee, identify exhibit services, transport, etc. and assist with service contract development    
  • In consultation with Logistics Committee, advise on the number of booths needed based on the registration and to assist in selection of booth providers and signage and decoration of the booths.
  • In consultation with the Media Committee ensure adequate coverage of the event, including the field trips, etc.
  • Coordinate the writing of the final report of the conference at the end of the event with selected committee members
  • Any other tasks mutually agreed upon between the consultant and the local organizing committee
  • Monthly Reports April, May and June, 2025
  • Final report    
IV.    Time frame
  • Consultancy contract will be for 60 working days.


Requirements

Selection Criteria
  • BSc Administration, Business Management, Finance or any related field
  • Experience on Administration, Management and Logistics
  • At least two years of experience in organizing big meetings and conferences
  • Qualitative and quantitative analytical skills data inquiry, MS office knowledge and report writing

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