Senior Event Coordinator, Montréal, Canada

Conference, Security and General Services Section (CSG) is responsible for the planning, coordination and management of conference and office services, commissariat operations, rental of office space and conference rooms, inventory, as well as overall building management, including liaison with the building administration in relation to office management, maintenance and construction services.

The incumbent reports directly to the Head of the Conference Services Unit with whom s/he regularly consults on administrative and complex technical issues. The incumbent supervises the planning and organizing of ICAO meetings approved by the Council and specifically supervises the event team, including the technical team, the Registration Coordinator and the Conference Assistant (Reservations).

MAJORDUTIES ANDRESPONSIBILITIES

Function 1 (incl. Expected results)

Acts as an Event Coordinator, including planning, organizing routine internal and external meetings and conferences and logistic arrangements,achieving results such as:

• Plans and organizes internal and external meetings and conferences on basis of pre-determined frameworks for comprehensive services (incl. seating arrangement, catering, technical equipment, logistics, reception services, human resources, etc.).
• Manages bookings in the Conference Centre to ensure space is reserved for ICAO meetings approved by the Council.
• Provides guidance and recommendation to clients regarding venue space and all additional services that ICAO offers (e.g. catering, technical equipment, etc.) with a view to providing comprehensive and cost effective conference services.
• Monitors budget allocations for events.
• Coordinates and provides oversight on all activities prior to events in order to ensure a smooth and timely set up of facilities, items and equipment adhering to the requirements of the clients.
• Supervises set-up and dismantling of exhibitions, receptions and meetings in order to ensure proper set-up cleanliness and future availability of conference spaces as well as appropriate handling of equipment and room features.
• Manages and coordinates the smooth running of all services provided during events.
• Liaises and coordinates with Revenue and Product Management Section (RPM) and other Bureaus in order to provide proper facilities and services.Coordinates the provision of catering services (procurement and logistics).
• Consults with the Head of Unit to plan or resolve sensitive issues with respect to client requests.

Function 2 (incl. Expected results)Supervises meeting staff and temporary staff,achieving results such as:

• Plans and allocates resources required for events: initiates the recruitment and selects temporary staff (internal or external) required for events.
• Manages contracts of temporary staff in collaboration with Human Resources.Supervises the event team (regular, temporary staff, internal or external).
• Evaluates performance of regular and temporary staff during events.
• Maintains roster of temporary event personnel in coordination with Human Resources
• .Liaises and negotiates with managers for the release or regular staff to support events.

Function 3 (incl. Expected results)

Establishes administrative processes relating to event management and develops reporting and tracking tools,achieving results such as:

• Implements monitoring mechanisms, analyses data and makes appropriate recommendations for improvements of services.
• Produces and manages reporting tools and forms.

Function 4 (incl. Expected results)

Project Manager for special Conference Services projects,achieving results such as:

• Coordinates the implementation, training and communication campaigns for various projects related to event management.
• Develops and maintains communication tools for the Conference Centre in collaboration with Communications Section (COM).
• Manages long-term agreements for the provision of catering services and any other event-related services: evaluation, revision and renewal of yearly agreement.
• Provides expert advice by liaising with coordination teams for Regional Symposia.

Function 5 (incl. Expected results) Assists the Head of Conference Services Unit by providing general administrative support,achieving results such as:

• Assists in the preparation of working papers, correspondence and other documentation regarding event management.
• Represents the Head of Conference Services Unit as required.
• Covers for external events in the absence of the External Events Coordinator.

Function 6

Performs other related duties, as assigned.

Q UALIFICATIONS ANDEXPERIENCE

Educational background

• Diploma of college studies (DEC) or equivalent is required. A university degree is definite advantage.

Professional experience and knowledge - Essential

• Seven years of experience in a large-scale private organization or an international organization in the planning, coordination and event or project management.
• Experience in organizing large-scale national or international meetings or seminars, including staffing arrangements and supervision of support staff.
• Experience in monitoring budget allotments.
• Advanced skills in office automation equipment and MS Office applications.

Professional experience and knowledge - Desirable

• Experience in using contemporary enterprise resource planning (ERP) systems in support of activities related to event management.
• Experience in using project management techniques and tools.
• Understanding of the international environment and dealing with sensitive and confidential matters with diplomacy and tact.

Language Skills

• Fluent reading, writing and speaking abilities in English and French. Knowledge of any of the languages of the Organization (Arabic, Chinese, Russian, Spanish) is an asset.

Competencies

1. Judgment and Decision-making: The person is in a role where s/he is expected to identify key issues quickly, gather relevant information, consider positive and negative impacts, check assumptions against facts and make tough decisions when necessary.
2. Accountability: The willingness and ability to accept responsibility for oneself and one's responsibilities; taking ownership for actions and outcomes.
3. Client orientation: The willingness and ability to see things from the clients' perspective anticipate client needs and concerns; find appropriate solutions for clients and keep clients informed.
4. Communication: The ability to convey oral communication clearly and concisely; listening to understand, and asking questions to verify understanding.
5. Planning and organizing: The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently.
6. Technological awareness: The willingness and ability to keep abreast of available technology, understand the applications and limitations of technology and actively seek to apply and learn about new technology.

CONDITIONS OF EMPLOYMENT

It should be noted that this post is to be filled on a fixed-term basis for an initial period of one year (first year is probationary for an external candidate). ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station. ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. In this connection, ICAO has incorporated the 2001 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions. ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC).

The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered. Remuneration:LevelNet Base Salary per annumG-7 CAD 42,900

HOWTOAPPLYInterested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: https://careers.icao.int.

NOTICE TOCANDIDATESICAO does NOT charge any fees or request money from candidates at any stage of the selection process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded