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Congress Logistics Junior Professional

Vacancy #:   4081
Unit:   Union Development Group
Organization:   International Union for Conservation of Nature (IUCN)
Location:   Headquarters, Gland, Switzerland
Reporting to:   Congress Officer
Work percentage:   100%
Grade:   -
Expected start date:   05 August 2019
Type of contract:   Max-term (14 months)
Closing date:   10 June 2019
BACKGROUND
The IUCN World Conservation Congress is a quadrennial event of several thousand participants that brings together the IUCN Members for the four-day Members’ Assembly and is preceded by a four-day Forum with several hundred events open to the general public. The Congress also includes an exhibition open to the general public and feature events in each thematic village focused on showcasing cutting edge solutions, forging new networks and partnerships and creating commitments. The entire Congress will be designed as a sustainable and gender-responsive event.
The next Congress will take place from 11 to 19 June 2020 at the Parc Chanot in Marseille, France. The Congress Unit is looking for a motivated young professional who is eager to gain experience in the logistical organisation of large international events to support the preparations.
The Congress overall supervision is under the responsibility of the Congress Preparatory Committee of the IUCN Council. The Congress Unit, part of the Union Development Group is responsible for the detailed preparation, organization and management of the Congress. The Unit is managed by the Congress Manager who is in charge of the day-to day planning and development of the Congress with the support of the Congress Officer.
JOB DESCRIPTION
MAJOR RESPONSIBILITIES:

The Congress Logistics Junior Professional will report to the Congress Officer and be part of the Congress Unit at IUCN Headquarters. S/he will be supporting the delivery of part of the overall logistical arrangements before, during and after the World Conservation Congress.

SPECIFIC DUTIES:

The duties involved in providing logistical arrangements for the Congress include:
1. Before the congress
• Assist the Congress Officer in the liaison with the National Host Committee, and the Congress suppliers for the identification, management and implementation of logistical aspects including but not limited to:
- Infrastructure and equipment
- Venue Layout Exhibition
• Coordinate IUCN staff travel arrangement to Congress and liaise as necessary with IUCN staff worldwide, the Congress Travel Agency and the Accommodation agency;
• Coordinate the logistical arrangements (room set-up, catering, equipment orders) for all social events in coordination with the Forum Deputy Manager;
• Assist the Logistics Officer on the development of the excursion program and the related development and testing of the excursion booking system;
• Support the Logistics Officer with the correct integration and data entry of the mobile application and help identify ways to promote networking and exchange amongst participants;
• Assist the Congress team in preparing and maintaining content of the mobile app;
• Support the design and testing of all congress management systems: Facility management system (room booking system), CRM customer relation management system, Congress website (drupal), Exhibition booking system, Travel booking system;
• Ensure that data in these systems is kept up-to-date;
• Assist the Congress Officer on a daily basis and ensure smooth delivery of Logistical tasks by the sub-contractors within its area of responsibilities
• Liaise with Forum Manager and Members’ Assembly Manager and other IUCN staff to ensure that their requirements are being properly met;
• Coordinate with Congress Officer for keeping IUCN staff, members and partners informed of logistical arrangements for Congress;
• Participate in the meetings with Congress Unit and other units, as necessary;
• Participate in site visits as necessary.


2. During the congress

• Attend Congress, support the implementation and timely delivery at the Congress site of all logistical aspects
• Assist the Congress Officer and Congress Unit in general, as necessary


3. After the congress
• Review invoices, if any, for projects under direct supervision
• Support preparation of statistical analysis of Congress
• 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 Officer as required

Please Note: The above TORs contain the main responsibilities and duties of this position. However in an ever evolving organisation such as IUCN staff members are expected to show flexibility in their approach to work and be willing to undertake other tasks that are reasonably allocated to them but which are not part of their regular TORs. Where any task becomes a regular part of staff member’s responsibilities, the TORs should be changed in consultation between the manager, the staff member and the HR Unit. Any one of the three may initiate the consultation.
REQUIREMENTS
  • University degree or commercial section studies or apprenticeship.

• Experience in event management or working with Convention Centres preferred.

• Fluent in English and French, knowledge of Spanish is a plus.

• Microsoft Office (especially Excel), experience with Mobile App and event-specific software/databases (e.g. Hotel / Event / reservation) highly desirable

• Excellent 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.
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: http://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 1,300 Member organisations and some 10,000 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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