Watoto Children's Choir Tour Coordinator

Seeking a Choir Tour Coordinator to coordinate the planning, preparation and delivery of Watoto Children’s Choir tours, ensuring all logistical, operational and administrative requirements are effectively managed......

Key Responsibilities

• Coordinate the planning, preparation and delivery of Watoto Children’s Choir tours, ensuring all logistical, operational and administrative requirements are effectively managed.
• Coordinate relationships with churches, schools, venues, host families, volunteers, suppliers and other stakeholders to support successful tours.
• Manage tour requirements within approved budgets, timelines and organisational policies.
• Provide practical on-the-ground support throughout tours and respond effectively to changing priorities and unexpected situations.
• Coordinate and support other Watoto events and activities as required.

Pre-Tour Planning & Preparation
• Liaise with Watoto Uganda regarding flight arrangements, team information and other tour requirements.
• Prepare and lodge visa applications for choir team members at least four months prior to arrival.
• Arrange the hire of buses and trucks required for the tour, ensuring arrangements remain within the approved budget.
• Research potential host churches, schools and venues and maintain accurate information in Salesforce.
• Coordinate hosting arrangements, including billeting, transport and other logistical requirements.
• Communicate clear hosting expectations in accordance with Watoto Australia’s Child Safeguarding Policy and relevant state Child Safe requirements.
• Prepare and distribute hosting and confirmation packs at least two months prior to each hosting date.
• Contact concert venues approximately 3–4 weeks prior to each concert to confirm arrangements, expectations and tour requirements.
• Coordinate promotional materials and collateral in accordance with Global Communications Standards.
• Assist with uploading confirmed concerts to the Watoto website.
• Plan and coordinate merchandise requirements, including placing orders with Watoto Neighbourhood Uganda 4–6 months prior to arrival.
• Develop a merchandise sales strategy in collaboration with the Partnerships & Development Manager.
• Coordinate the purchase and preparation of clothing, supplies and daily requirements for the choir team, team leader and volunteers within the approved budget.
• Coordinate the loading of the tour truck and complete an inventory of supplies and equipment.

During Tour
• Coordinate and support camp set-up and choir arrival activities, including travel to welcome the team.
• Provide orientation and training to choir adults on relevant procedures and operational requirements.
• Work closely with the Choir Team Leader to provide on-the-ground logistical and operational support throughout the tour.
• Coordinate accommodation, flights and other travel arrangements for volunteers and the Choir Team Leader as required.
• Arrange the shipment or delivery of essential items and supplies during the tour.
• Maintain accurate and up-to-date Salesforce records for hosting churches, schools and host families.
• Maintain communication with hosts and billet families and coordinate post-hosting thank-you communications.
• Provide practical support and respond to urgent or unexpected tour-related issues, including reasonable out-of-hours support during tours.
• Visit the choir at the conclusion of the tour to conduct a debrief, complete inventory checks, support the handover of supplies and assist with pack-down.
• Undertake domestic travel approximately 2–4 times per year to support tour operations, including camp set-up, choir arrival, mid-tour activities and end-of-tour activities.

Event Coordination & Support
• Support the coordination and delivery of Watoto events in line with approved budgets, timelines, operational requirements and event objectives.
• Provide logistical and administrative support for additional Watoto events and activities as required.
• Work collaboratively with the wider Watoto Australia team to ensure events and activities are well planned, organised and successfully delivered.

Qualifications, Skills & Experience
• Minimum of two years experience in customer/client-facing roles and/or event coordination and management.
• Relevant qualifications, training or experience in Christian ministry, strategy development and/or community engagement.
• Strong communication, interpersonal and relationship-building skills, with the ability to engage positively with donors, partners, churches, schools and other stakeholders.
• Excellent organisational and time management skills, attention to detail, and the ability to work effectively under pressure and manage competing priorities.
• Proficient in relevant software and systems, with the ability to work effectively both independently and as part of a team.
• A genuine commitment to Watoto’s Christian mission, values, child safeguarding principles and achieving agreed organisational objectives.

We are seeking the right person to join our team and applications will remain open until a suitable candidate is appointed.
Interviews are anticipated to take place during the third or fourth week of October 2026.
Start date: The successful candidate will ideally commence on 2 November 2026.
Hours: 32 hours per week
Work from home (with occasional travel as required)
Salary details are available on request. Please send your application to adminau@watoto.com.

For further information about the position, please contact Watoto Australia.