Vacancy #: 6915 Unit: Global Convenings and Events Organisation: International Union for Conservation of Nature (IUCN) Location: Headquarters, Gland, Switzerland Reporting to: Convenings Manager Work percentage: 100% Grade: P1 Expected start date: 01 September 2024 Type of contract: Max-term (17 months with possibility of renewal) Closing date: 25 August 2024 BACKGROUND The Convenings Project Officer will coordinate and guide the design, planning and development of all site-related aspects for IUCN’s externally facing events to achieve the outcomes assigned by the Director General and by the Director, Global Convenings and Events Unit.
1. The IUCN World Conservation Congress.
Every 4 years, the World Conservation Congress brings together several thousand participants for a 7-day event, including 3.5 day for IUCN Members’ Assembly, preceded by a 3.5 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 10-11’000m2, 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 9-15 October 2025.
2. IUCN Leaders Forum.
IUCN has initiated an annual meeting which complement the 4-year cycle of the World Conservation Congress with more regular inputs into the international agenda. These meetings, focusing on an invitation list with a view to convening approximately 500 participants, are hosted by different host countries or institutions from the Congress itself.
The next edition of the IUCN Leaders Forum will take place in Geneva from 8-10 October 2024.
3. Other Global Events.
IUCN organises multiple events with varying frequencies and scales. The Convenings Officer and Sustainability Officer may be required to assist with event logistics or sustainability related tasks such as.
• Supporting the selection process for an IUCN Event including the development and refinement of a sound bidding and evaluation process including sustainability criteria. Support the negotiation process of a hosting agreement.
• The IUCN Business Engagement Strategy and the Operational Guidelines for Private Sector Engagement.
• Synergies between sponsors/donors and IUCN.
• Clear understanding with Host Country on roles and responsibilities related to resource mobilisation/ on common and respective approach to prospective sponsors/donors. JOB DESCRIPTION The Convenings Project Officer will report to the Convenings Manager and be part of the Global Convenings and Events Unit at IUCN Headquarters. S/he will be responsible for delivering part of the overall logistical arrangements for IUCN Events.
The Events Project Officer will be responsible for designing and delivering the hybrid and virtual elements of events in close collaboration with the team members in charge of events logistics and programme.- Develop a comprehensive understanding of technical requirements for procuring, planning, designing, and implementing virtual and hybrid solutions for events gathering between 400 to 10,000 participants.
- Coordinate with the IT Officer to integrate IT applications for events (e.g. Website, Conference Programme, conference floor plans, internal software, Web Apps, Registration forms) and ensure seamless integration with internal systems.
- Collaborate closely with the Programme Manager and IT Officer on the Programme Management System for event session programming, including automated invitations, follow-ups, room management, programme design, speaker coordination, abstract management, streaming, networking, and mobile app integration.
- Assist the Convenings Manager and IT Officer in creating, managing, and updating event technology, encompassing event websites, registration systems, event apps, virtual conference platforms, and webinars (API, SSO integrations, CRM)
- Ensure smooth functioning of applications between the event’s host authority, venue, providers, and systems, including CRM or other systems.
- Support the Convenings Manager by managing, preparing, setting up and monitoring audio-video and control systems for on-site and hybrid sessions.
- Collaborate with the Professional Conference Organiser (PCO) and partners to deliver AV services.
- Set up, monitor and troubleshoot livestreams for stream quality before, during and after live streaming productions, including real-time and first-pass editing and trimming live event recordings.
- Liaise with the Professional Congress Organiser (PCO) and other providers for interpretation and translation services as well as IT needs coordination for network, equipment, and bandwidth.
- Ensure timely delivery and quality control of all digital arrangements before and during events, monitoring subcontractor services and implementing contingency plans as necessary.
- Coordinate with staff to ensure their conference requirements are met effectively.
- Prepare and participate in meetings and site visits related to event planning.
- Contribute to evaluation and lessons learned reports, ensuring adequate post-event follow-up.
- Provide support to the Convenings Manager as required. REQUIREMENTS • Minimum of 5 years of experience in managing event planning, preferably with international associations or organisations, ideally with large scale events (>2000 participants).
• Proven experience in producing virtual events, including knowledge of virtual event platforms, live streaming technologies, and digital engagement strategies.
• Proven experience in conference audiovisual, event, film/video, etc; ability to read, understand and complete work based on standard industry technical drawings and production documentation.
• Demonstrated ability to manage event programmes from conception to execution, including session programming, speaker coordination, and attendee engagement.
• Familiarity with Customer Relationship Management (CRM) systems and their associated subsystem and integrations.
• Proficiency in digital technologies, including experience in digital marketing, UX design, or other relevant IT fields; curiosity and interest in AI technologies are a plus.
• Proven expertise in Power BI and Excel with the ability to analyse large datasets, create reports, pivot tables, and charts; Excel certification would be a plus.
• Proven expertise in procurement processes, including experience in delivering complex Requests for Proposals (RFPs) for specific services.
• Exceptional attention to detail and organisational skills; ability to work under pressure.
• Ability to prioritise and multitask: ability to work hands-on and efficiently handle multiple aspects simultaneously, prioritising tasks effectively to meet deadlines and objectives.
• Ability to work with complex evaluation and risk assessments matrix.
• Fluency in English and French, knowledge of Spanish desirable.
• Ability to anticipate risks and to identify and deliver workable solutions.
• Ability to travel regularly and availability for 2-3 weeks prior to the events.
• Team player with can-do attitude and ability to build effective relationships with people of 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 second-pillar 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, DST). 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 non-governmental 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 well-being.
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