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2 days ago
The Transition Think Tank (4T) is a policy research and advisory institution focused on economy, climate and energy transition in Africa and the Global South. We partner with policymakers and development partners to build resilient economic systems.
We are looking for a highly organised Programme Assistant to lead the coordination of our events, travel and logistics. You will be the operational engine behind 4T’s summits, workshops and convenings, making sure everything runs smoothly for delegates, partners and staff before, during and after each event.
Job Summary
- Employer: The Transition Think Tank
- Job Type: Full-time
- Location: Gaborone, Botswana
- Category: Administrative
- Closing Date: 2026-10-15
Key Responsibilities
- Plan and coordinate summits, workshops, roundtables, seminars and other events from concept to close-out.
- Arrange venues, vendors, catering, audio-visual needs, event materials and event branding.
- Coordinate the preparation of agendas, run-of-show, invitations, registration and delegate communications.
- Arrange travel for delegates and staff, including flights, accommodation, visas, ground transport and per diems.
- Prepare and communicate clear itineraries and travel packs, and act as the point-of-contact for travel queries.
- Before: follow-up RSVPs and handle registration, prepare logistics packs, confirm bookings, and coordinate shipping of materials.
- During: provide on-site coordination and troubleshooting, manage set-up, registration desks and participant support.
- After: manage wrap-up, reconcile expenses, gather feedback, and support reporting and follow-up communications.
Requirements
- A Bachelor’s degree.
- 2 to 3 years of experience in events management, travel coordination, logistics or administration.
- Excellent organisational and multitasking skills, with strong attention to detail.
- Clear, confident communication and strong interpersonal skills.
- Ability to stay calm and solve problems under pressure and to tight deadlines.
- Proficiency in Microsoft Office. Familiarity with event, registration or travel-booking software tools is an advantage.
- Willingness to travel and to work occasional extended hours around events.
- Willingness to certify in project management and other relevant professional certifications
How to Apply
Apply by email: hr@thetransitionthinktank.org
Frequently Asked Questions
What qualifications or education do I need to become a Programme Assistant in Botswana?
Most employers require a Diploma or Degree in Business Administration, Public Administration, or Events Management from institutions like BIUST, UB, or BOCODOL. Certifications in logistics, travel coordination, or project management from local bodies such as BIDPA or regional providers like CILT can strengthen your application. Proficiency in Microsoft Office and experience with event management software are typically expected.
What are the typical day-to-day responsibilities of a Programme Assistant handling events, travel and logistics?
You will coordinate venue bookings, arrange transport and accommodation for staff and delegates, manage event materials and supplies, and maintain travel itineraries. Daily tasks include liaising with local vendors in Gaborone or Francistown, processing travel claims, and ensuring compliance with organisational procurement policies. You may also assist with registration, on-site event support, and post-event reporting.
How does workplace culture in Botswana affect this administrative role?
Botswana workplaces value punctuality, respect for hierarchy, and strong interpersonal relationships—building trust with colleagues and external partners is essential. Decision-making can be consultative, so patience and diplomatic communication are important when coordinating across departments or with government stakeholders. Professional dress and formal titles are generally expected, especially when representing your organisation at events.
What career progression opportunities exist for Programme Assistants in Botswana?
With experience, you can advance to Programme Officer, Logistics Coordinator, or Office Manager roles within NGOs, government departments, or private sector firms. Specialising in international conference management or obtaining advanced certifications can open doors to regional organisations based in Gaborone. Some professionals transition into project management or operations management after demonstrating strong organisational and leadership skills.
What benefits are typically offered for full-time administrative roles in Botswana?
Employers usually provide annual leave of 15–25 days, paid public holidays, and some form of medical aid or health insurance contribution. Pension schemes through BPOPF or private providers are common, though matching contributions vary by organisation. Additional benefits may include transport allowances, mobile phone stipends, and professional development support for relevant training.
How should I apply for this role, and what do Botswana employers look for in applications?
Submit a tailored CV and cover letter highlighting relevant experience with events, travel coordination, or logistics—emphasise any work with local suppliers or government protocols. Employers value attention to detail, so ensure your documents are error-free and include traceable references from previous supervisors. Follow up respectfully after one to two weeks, as the hiring process in Botswana can take time depending on organisational approval structures.
