Events Operations Coordinator

Organizational Context

The International Civil Aviation Organization (ICAO), a UN specialized agency, sets international standards for aviation safety, navigation, security, and environmental protection. The Revenue and Product Management (RPM) Section, within the Capacity Development and Implementation (CDI) Bureau, focuses on revenue-generating activities including events. The Business Development Unit (BDU) within RPM plans, coordinates, and delivers ICAO's revenue-generating events, products, and services. The Events Operations Coordinator is part of the centralized event team, supporting the Business Development Unit and reporting to the Head of BDU.

Job Purpose

The Events Operations Coordinator ensures the smooth operational delivery of ICAO's events by coordinating the implementation of Standard Operating Procedures (SOPs) and supporting administrative and contractual processes. The role facilitates effective coordination and information flow among internal and external stakeholders involved in event operations.

Responsibilities

Provide venue and logistics support for events, manage event plans, timelines, and checklists according to SOPs, ensure project execution on time and within budget, oversee third-party suppliers, assist in developing contingency plans, and manage the ICAO Events Calendar. Coordinate, monitor, and maintain SOPs for events, ensuring consistency and compliance. Implement administrative coordination and contract management for events, including MoUs, partnership arrangements, and supplier contracts, ensuring compliance with ICAO rules. Coordinate and report stakeholder information, ensuring timely communication and information sharing among various internal and external stakeholders. Provide administrative and logistical support for other event-related activities.

Work Experience

A minimum of six years of progressively responsible experience in event operations, administrative coordination, or project support roles, preferably within an international organization or public-sector environment. Experience with contract administration and coordination of standard operating procedures or standardized processes, and familiarity with UN administrative, procurement, and financial frameworks are desirable. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint is essential. Experience as a problem-solver in a fast-paced, multicultural, and dynamic environment, with the ability to manage multiple tasks and deadlines, is required. Tech-savviness and ability to navigate in a digital environment are desirable.

Skills

Event operations, administrative coordination, project support, contract administration, standard operating procedures (SOPs), Microsoft Office Suite (Word, Excel, PowerPoint), SharePoint, problem-solving, multitasking, time management, stakeholder communication, logistics support, financial reconciliation, procurement compliance.

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