Events Support Coordinator

Organizational Context

The International Civil Aviation Organization (ICAO) is a UN specialized agency focused on aviation safety, air navigation, security, and environmental protection. The Revenue and Product Management (RPM) Section within the Capacity Development and Implementation (CDI) Bureau manages revenue-generating activities, including events. The Business Development Unit (BDU) within RPM plans, coordinates, and delivers these revenue-generating events. The role provides administrative and operational support to the Senior Events Administrative Associate.

Job Purpose

To provide administrative and operational support for the planning, coordination, and delivery of ICAO's revenue-generating events. This role ensures the effective implementation of events by managing administrative tasks, participant communications, and event logistics.

Responsibilities

Coordinate administrative aspects of event planning and implementation, including participant communications. Provide project-level administrative support for event coordination. Facilitate meetings, support SOP development for event management, and monitor timelines. Manage the ICAO Events Calendar and update procurement contracts. Generate reports for revenue tracking. Process event registrations, validate participant information, and manage credentials. Support participants with registration inquiries. Set up and maintain event webpages and registration platforms. Configure event applications and digital tools. Liaise with external suppliers and monitor vendor performance. Manage event correspondence and documentation, ensuring proper filing. Arrange documents for translation. Propose process improvements for efficiency.

Work Experience

A minimum of four years of progressively responsible experience in administrative support and event coordination, preferably within an international organization or public sector. Experience with Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint is essential. Ability to draft administrative documentation and correspondence is required. Experience as a problem-solver in a dynamic environment and managing multiple tasks is necessary. Experience with CRM systems, database management, online registration systems, and event platforms is desirable.

Skills

Event planning and coordination, administrative support, participant communication, meeting facilitation, SOP development, timeline management, calendar management, procurement contract management, reporting, registration processing, credential management, website and platform management, supplier liaison, vendor performance monitoring, correspondence management, document management, digital tools utilization, process improvement, Microsoft Office Suite (Word, Excel, PowerPoint), SharePoint, CRM systems, database management, online registration systems, event platforms.

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