Congress Logistics Officer – Gland
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Location:
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Salary:negotiable / YEAR
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Job type:FULL_TIME
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Posted:4 weeks ago
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Category:Procurement, Supply and Logistics
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Deadline:27/10/2024
JOB DESCRIPTION
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BACKGROUND
The International Union for Conservation of Nature (IUCis the world’s oldest and largest global environmental networka democratic membership union with more than 1,400 government and NGO member organizations, and almost 17,000 volunteer scientists in more than 160 countries. IUCN’s work is supported by more than 1,000 professional staff in 45 offices and hundreds of partners in public, NGO and private sectors around the world. Its headquarters are based in Gland, Switzerland.
IUCN’s work focuses on valuing and conserving nature, ensuring effective and equitable governance of its use, and deploying naturebased solutions to global challenges in climate, food and development. IUCN supports scientific research, manages field projects all over the world, and brings governments, NGOs, the UN and companies together to develop policy, laws and best practice.
Every 4 years, the World Conservation Congress brings together several thousand participants for a 7day event, including 5 day for IUCN Members’ Assembly, preceded by a 5 days Forum with several hundred events open to the general public. The Congress also includes an exhibit hall open to the general public, allowing exhibitors to showcase their research, innovations and other work to the broadest Congress audience. At previous Congresses, the exhibition was between 1011’000m2, featuring up to 150 small, medium and large stands. In addition, several central open presentation areas, or “central stages” accommodating up to 150 people are included in the Exhibition Zone.
The next edition of the IUCN World Conservation Congress will take place in Abu Dhabi from 915 October
JOB DESCRIPTION
The Congress Logistics Officer will coordinate, guide, and oversee the design, planning, and development of key siterelated aspects of IUCN’s externally facing events, ensuring that all logistical arrangements meet the outcomes set by the Director General and the Head of the Global Convenings and Events Unit. S/he will report to the Convenings and Sustainability Officer and be an integral part of the Global Convenings and Events Unit at IUCN Headquarters.
The specific duties involved in providing logistical support for the IUCN World Conservation Congress include:
The specific duties involved in providing logistical support for the IUCN World Conservation Congress include:
• Supporting the procurement process for local transportation services for Congress participants and VIPs.
• Managing onsite transportation services in collaboration with the host country and Destination Management Company (DM, including the development of transportation passes.
• Planning and coordinating welcome services at airports and Congress stations across Abu Dhabi.
• Preparing detailed transportation maps for participants.
• Coordinating Congress signage, including liaison with designers, venue management, and city officials to meet signage requirements.
• Managing the Signage Promotion list (banners, airport signage, venue, session rooms, backdropincluding digital signage and the social media wall.
• Coordinating food and beverage services with the venue’s exclusive partner, including menu selection and price negotiation, opening hours and food stations, in alignment with the sustainability standards set for the Congress.
• Liaising with the Professional Conference Organiser (PCto develop catering order forms for exhibitors, sponsors and any external stakeholders.
• Gather all IUCN food and beverage requirements for the Congress.
• Support the travel services project, coordinating with suppliers and travellers to ensure a timely delivery of tickets to sponsored delegates.
• Supporting the Convenings & Sustainability Officer with accommodation services, ensuring that services provided by the Housing Agency are properly delivered, including hotel selection, block assignments, trilingual online booking services, block releases and statistics.
• If requested, develop specifications, preparing documentation, and coordinating suppliers and delivery, as well as onsite supervision for transportation, catering, and signage.
• Ensuring that all events adhere to the highest sustainability standards applicable to the destination and comply with IUCN policies, including proper tracking of Key Performance Indicators (KPI.
• Providing additional support to the Convenings & Sustainability Officer, the Convenings Manager, and/or the Head of the Global Convenings and Events Unit as necessary, depending on workload and priorities.
The duties and responsibilities outlined above constitute the main tasks associated with this position. However, given the dynamic nature of IUCN, staff members are expected to demonstrate flexibility in their work approach and be prepared to undertake additional tasks that may arise. Should any new responsibilities become a regular part of the role, the Terms of Reference (TOwill be updated in consultation with the line manager, the staff member, and the HR Unit. Any of the three parties may initiate this consultation.
REQUIREMENTS
| • A minimum of 3 years of experience in managing event logistics, ideally for events of a similar scale to the IUCN World Conservation Congress, preferably within international associations or organisations.
• Proven expertise in event logistics management. • Ability to manage multiple tasks simultaneously and efficiently prioritise workload. • Fluency in English and French is required, with knowledge of Spanish or Arabic considered an asset. • Proficiency in Excel for maintaining and analysing large datasets, including creating reports, pivot tables, and charts. Excel certification would be an advantage. • Strong attention to detail and ability to work effectively under pressure. Advertisement
• Proven ability to anticipate risks and implement effective solutions. • Willingness to travel to Abu Dhabi for site inspections and to be onsite for 23 weeks prior to the event. • A teamoriented mindset with a proactive attitude and the ability to build strong working relationships across all levels and business areas. |
SALARY
The gross annual salary for this position is between CHF 86’330 and CHF 107’913, subject to deductions for social security contributions and secondpillar pension, and before tax. While this is an indicative amount effective as of the current date, changes may occur as per IUCN’s compensation practices without prior notice. The same applies to other organisations hosted by IUCN.
APPLICATIONS
Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the “Apply” button.
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, DS. Please note that only selected applicants will be personally contacted for interviews.
Other job opportunities are published in the IUCN website: https://www.iucn.org/involved/jobs/
About IUCN
IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and nongovernmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.
Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 16,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.
IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.
Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s wellbeing.
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