Country: Switzerland
Closing date: 15 Feb 2015
BACKGROUND
The IUCN World Conservation Congress is a quadrennial event of several thousand participants that brings together the IUCN Members for the five-day Members’ Assembly and is preceded by a four-day Forum with several hundred events open to the general public. The next Congress will take place in Honolulu, USA, from 1 to 10 September 2016.
The Logistics Officer shall be responsible for the preparation and running of the Congress with regards to all logistical aspects for the Congress.
The Logistics Officer will report to the Congress Manager and be part of the Congress Unit at IUCN Headquarters which is responsible for the detailed preparation, organization and management of the Congress. The Congress Unit is part of the Union Development Group. However, a much larger team of IUCN staff from offices all over the world will be involved in the planning and preparations of the Congress to deliver a successful Forum and Members’ Assembly. The Logistics Officer is expected to work closely with all of them. The overall supervision for the Congress lies with the Congress Preparatory Committee of the IUCN Council.
SPECIFIC DUTIES AND RESPONSIBILITIES
The duties involved in providing overall coordination for all logistical arrangements for the Congress include:
• Liaise with the Host Country, mainly the Host Committee and the Hawai'i Convention Center, as well as suppliers such as housing and registration agency, etc. regarding the management of logistical aspects;
• Identify, prepare and implement all logistical elements necessary for the smooth running of the Congress, namely but not limited to:
- Overall site planning and meeting rooms coordination
- Offices and equipment layout and infrastructure - preparation of the Congress floor plan in close collaboration with the PCO and the Hawai'i Convention Center.
- Audiovisual and IT equipment
- Voting and interpretation
- Registration
- Exhibition and poster exhibition
- Pavillions
- Food and Beverage
- Venue safety and hygiene
- Accessibility
- Accommodation
- Telecommunications
- Local and international transportation
- Signage and messaging
- Office supplies and freight forwarding
- Special events and meetings
- Media centre
- Speaker preview centre
- Security
• Provide input for sub-contracting of Congress logistical services to outside suppliers when necessary; Support the Host Committee in preparing Request for Proposals for bids and contracts as necessary;
• Ensure timely delivery and exercise quality control of all logistical arrangements before and during the Congress as per work plan and supervise the delivery of services by the sub-contractors;
• Assist the Congress Manager in the coordination of the development of Congress IT applications (Congress Programme, Registration, Facility management tool, etc) and ensure that applications developed by suppliers are integrated with IUCN systems;
• Supervise data management in Congress IT applications run by IUCN and ensure that information in facility management system is up to date;
• Liaise with Forum Manager and Members’ Assembly Manager and other IUCN staff to ensure that their requirements are being properly met;
• Prepare meetings and site visits linked to congress planning and participate in these and assist in preparing meetings of the Congress Preparatory Committee (CPC), as necessary;
• Provide logistical information for all congress publications and website, according to milestones established;
• Keep IUCN staff, members and partners informed of logistical arrangements for Congress;
• Attend Congress, taking responsibility for the implementation and timely delivery at the Congress site of all logistics, according to the plan, decisions taken by the Congress Preparatory Committee and based on the Memorandum of Understanding;
• Assist in the selection process of suitable IUCN staff and hosts/hostesses to help at the Congress;
• Coordinate the implementation of a sustainability management plan by:
supporting the designing of a "Green Congress" action plan for the Congress
identifying areas of intervention with regards to managing and reducing the impact on the environment generated by Congress activities
implementing a "Green Congress" policy with all Congress sites, suppliers, participants as well as within IUCN's own management structure for the Congress
overseeing and controlling the work of suppliers with regards to sustainability
assisting in establishing monitoring and reporting procedures for the above
• Provide a final report with “lessons learnt” regarding logistics and ensure adequate post-event follow-up, including production of relevant publications/letters, and
• If and when time permits, provide support to the Congress Manager and the Congress Director in other areas as necessary.
REQUIREMENTS
• Minimum of six years' work experience in managing event planning of the size of the World Conservation Congress preferably with international associations or organizations;
• Ability to identify and deliver workable solutions;
• Ability to work hands-on and to handle a large number of aspects simultaneously and prioritize efficiently;
• Excellent written and spoken English;
• Experience in handling event-related IT software desirable (registration, facility management, programme, mobile apps, etc);
• Ability to build effective relationships with a multitude of stakeholders;
• Attention to detail and ability to work under pressure;
• Ability to anticipate risks and to identify and deliver workable solutions
• Availability to work flexible hours (evenings and weekends) if required (particularly as the Congress dates approach);
• Ability to travel regularly and availability for being onsite in Hawai'i at least 3-6 weeks prior to the Congress and until 11 September 2016;
• Experience in the planning and organization of IUCN Congresses is desirable.
SALARY
The gross annual salary for this position is in the range from CHF 96'160 to CHF 120'200, subject to deductions for social security contributions and second-pillar pension, and before tax.
How to apply:
Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button. http://www.iucn.org/involved/jobs/
Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST).
Applications by other means will not be accepted.
Expected start date:15 April 2015
Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/
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