Palliative Care Association of Uganda
The Palliative Care Association of Uganda (PCAU) seeks to recruit a qualified and competent
person to fill the position of a Conference Coordinator. The ideal candidate will be central in
offering management and co-ordination to the conference secretariate during the organization
for the 5th Uganda Conference on Cancer and Palliative Care. The biennial Conference is Co-
hosted by the Uganda Cancer Institute (UCI) and the Palliative Care Association of Uganda
(PCAU). The details about the conference are available on the conference website: UCI-PCAU
Conference – The 5th Uganda Conference on Cancer and Palliative Care
Position Description: Conference Coordinator (Short fixed term May – October 2025)
Department: Research and Information
The brief description of the ideal Candidate:
The ideal candidate will be a highly organized and detail-oriented professional. He/she will have
excellent communication skills, the ability to manage multiple tasks simultaneously, and a passion
for events Management. He/she will support the PCAU Research Manager in planning,
coordinating, and executing conference meetings, resources mobilisation efforts, communication
execution, and logistics management. The coordinator will work closely with teams to ensure
smooth execution of the overall conference schedules. He/she should have the ability to
anticipate needs, solve problems quickly, and maintain a calm demeanour under pressure. This
position is ideal for someone who thrives in a fast-paced environment and enjoys working with
people.
The idea candidate will possess a post graduate qualification with a bias in marketing, events
management with at least 2 years work experience. Proven experience in managing national or
international conferences or events will be an added advantage.
List of responsibilities of the Conference Coordinator:
A. Supportive role to Secretaries of Conference Committees.
i) Be the contact/liaison for the Conference Secretariate operations for both internal
and external stakeholders.
ii) Support coordination and maintaining proper conference records and ensure seamless
organisation, panning and delivery of all conference preparation details.
iii) Manag the conference delegates list, segregated in appropriate formats to ensure
seamless registration, nametags and identification, proper sitting arrangement among
others.
iv) Support designated staff on managing all conference suppliers and ensuring
comprehensive agreements and understanding of conference needs by all suppliers.
v) Be the key contact for matters concerning organisation and delivery of the conference
gala dinner.
B. Supportive Role to Conference Organising Committees
i) Manage a harmonised schedule for all conference organising committees’ meetings
and events.
ii) Offer necessary technical support to conference organising committees and monitor
committees’ performance and adherence to performance schedules and plans.
iii) Offer technical support to conference committees’ secretaries in scheduling meetings,
drawing meeting invitations, action plans and following up with approvals of meetings
requests as required.
iv) Offer a supportive role on managing and requests and requisitions by conference
committees and conference personnel.
v) Manage the preparation and ensure proper delivery of conference awards.
C. Speakers and precentors Role
vi) Support the Secretary to the Scientific Committee in developing, delivering and
following up on all speakers and presenters’ invitations.
vii) Maintain confirmation logs and follow up details on all conference presenters and
speakers.
viii) Offer support in coordinating the presenters to ensure that all conference
presentations are ready on time and handled in appropriate formats in liaison with the
ICT committee.
ix) Support in managing all required logistics for conference speakers including transport,
accommodation and other arrangements as maybe required.
D. Communication and Marketing
x) Work hand in hand with communication officers of hosting institutions to support
implementation of the conference communication strategy and schedule of activities.
xi) Support in drawing and review of all required conference communication and
marketing materials for both internal and external stakeholders.
xii) Support in monitoring the performance of the conference communication process,
tools and channels and ensure quick actions in addressing requests for information or
rectifying mishaps/miscommunication.
xiii) Manage correspondences and queries from stakeholders including conference
delegates, speakers and other interested members of the public.
xiv) Working with responsible staff to implement the conference marketing strategy and
activities.
xv) Support media engagement for the conference publicity including preparation of
conference documents such as briefs and attending some identified events to
represent or market the conference.
xvi) Supporting the offering technical support and input in all matters concerning
conference branding.
xvii) Support in managing conference social media platforms.
E. Resources mobilisation/fundraising
xviii) Support designated conference personnel and committees to draw conference
resources mobilisation plans and monitoring performance on resources mobilisation
by designated committee.
xix) Follow up and manage correspondences with conference sponsors and exhibitors
ensuring proper implementation of the conference exhibitions and sponsorship
packages and information.
xx) Support the organising and implementing of the conference fundraiser events.
How to apply
Interested candidates having the required qualifications should email their applications in a single
file (PDF) to pcau.admin@pcau.org.ug. The application letter should include, among others,
qualifications, achievements, experience, present position, and expected remuneration. Please
attach your CV showing your email address, daytime telephone contact, and names and addresses
of three referees. Address your Application to the Executive Director – PCAU.
The closing date for receipt of applications will be 8st May 2025. Only those shortlisted will be
contacted. Canvassing will amount to the automatic disqualification of the potential candidates
