Country: Switzerland
Closing date: 22 Nov 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.
We are seeking to recruit a Congress Logistics Junior Associate who will assist the Congress Logistics Officer in ensuring timely delivery and exercising quality control of most of the logistical arrangements before and during the IUCN World Conservation Congress.
This position is suited for a young professional looking to strengthen their experience at an international level.
SPECIFIC DUTIES AND RESPONSIBILITIES
Before the Congress
Assist the Congress Logistics Officer in the liaison with the WCC National Host Committee, and the Congress suppliers for the identification, management and implementation of logistical aspects including but not limited to:
- Infrastructure and equipment
- Registration
- Hotels
- Meeting rooms
- Exhibition
- Social events
- Food and beverage
- Transportation
- Signage
- Freight, etc.
•Assist the Logistics Officer on a daily basis and ensure smooth delivery of Logistical tasks by the sub-contractors within its area of responsibilities
• Supervise the delivery of services by the sub-contractors prior to but also during the congress
• Liaise with Forum Manager and Members’ Assembly Manager and other IUCN staff to ensure that their requirements are being properly met
• Coordinate with Logistics Officer for keeping IUCN staff, members and partners informed of logistical arrangements for Congress
• Support the design and testing of all congress management systems: Facility management system (room booking system), CRM customer relation management system, Congress website (drupal),
• Ensure that data in these systems is kept up-to-date
• Assist the Congress team in preparing and maintaining content of the mobile app
• Handle the general congress enquiries
• Participate in the meetings with Congress Unit and other units, as necessary
• Participate in site visits as necessary
During the Congress
• Attend Congress, support the implementation and timely delivery at the Congress site of all logistical aspects
• Assist as required by the Congress Logistics Officer
After the Congress
• Review invoices, if any, for projects under direct supervision
• Write up procedures for all projects handled including lessons learnt and recommendations for the future
• Support data clean-up for all Congress systems and produce summary reports
• Assist the Congress Logistics Officer as required
REQUIREMENTS
• University degree or commercial section studies or apprenticeship. Hotel / event education preferred.
• Experience in event management preferred. Experience in working with hotels and Congress Centres preferred.
• Fluent in English, knowledge of Spanish and/or French is a plus.
• Microsoft Office (especially Excel and Access), knowledge of other databases (e.g. Hotel / Event / reservation)
• Excellent managing, interpersonal, motivating and organizing skills.
• Capacity to react quickly and flexibility in the face of sudden changes; able to work under pressure; multi tasking; attention to detail.
• Service-oriented attitude.
• Ability to travel and to work flexible hours if required (particularly as the Congress dates approach).
• Eagerness to learn.
• Must possess the right to live and work in Switzerland. (Swiss and EU Citizens or L,B,C work permits only).
How to apply:
Applicants are requested to apply online through the HR Management System http://www.iucn.org/involved/jobs/. Applications by other means will not be accepted.
Expected start date: 01 February 2016
Type of contract: Max-term (10 months)
Work percentage:100%
Location: Headquarters, Gland, Switzerland
Closing date: 22 November 2015
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).
