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Hybrid and Digital Events Expert

Vacancy #:   5856
Unit:   Global Convenings and Events
Organisation:   International Union for Conservation of Nature (IUCN)
Location:   European Regional Office Germany, Bonn, Germany
Reporting to:   Convenings Manager
Work percentage:   100%
Grade:   P1
Expected start date:   01 July 2022
Type of contract:   Fixed-term (30 months with possibility of renewal)
Closing date:   06 February 2022 (extended)
IUCN has created a Global convenings and events unit, tasked with organizing the quadrennial IUCN World Conservation Congress as well as annual flagship events, and with supporting other key event organisers internally. These events will range from large-scale events, focusing on in-person experience, to fully virtual events.
The World Conservation Congress brings together the IUCN Members for the Members’ Assembly anda Forum and may be complemented by a large exhibition. The entire Congress will be designed as a sustainable and gender-responsive event.
The most recent Congress took place in 2021 in Marseille. The next Congress will take place from in 2025.
IUCN is initiating an annual meeting which will complement the 4-year cycle of the World Conservation Congress with more regular inputs into the international agenda. These meetings will be hosted by different host countries or institutions from the Congress itself.
The Global Convenings and Events Unit is responsible for providing both content and logistical support, as well as marketing and outreach capacity. The Unit liaises with many stakeholders, both in the Secretariat and in the Union’s components such as Commissions and Members. The Hybrid and digital events Officer is expected to work closely with all of them.
The Hybrid and digital events Officer will report to the Operations Manager and be part of the Global Convenings and Events Unit at IUCN Headquarters. S/he will be responsible for designing and delivering the hybrid or virtual elements of our global convenings in close collaboration with the team members in charge of logistics and programming.

The duties linked to the delivery of the hybrid and digital elements include:

o Design and assist in the procurement of the necessary digital instruments (platforms, suppliers, know-how, …) for the successful organization of hybrid events with of varying scales, ranging from a few hundred to 5000+ participants from start to end.

o Ensure that solutions are user friendly, scalable, working across all devices and countries and allow for adequate sponsor visibility as well as participant engagement.

o Work closely with the Marketing Officer and IUCN Strategic Partnership Unit to support promotion and fundraising for the event through all digital tools.

o Ensure the proper functioning of the instruments between the event’s host authority, the venue, providers, and IUCN’s systems such as its CRM or other systems.

o Liaise as necessary with the Professional Congress Organizer (PCO), and other providers regarding the following:

• Help design and oversee the implementation of the various required processes including room management, programme, speaker, abstract, registration, streaming, networking, mobile app;
• Coordinate these processes with the PCO.
• Coordinate interpretation services with the PCO including support of bidding process, scheduling of interpreted sessions, providing background material and speeches for interpreters, and logistical requirements.

o Supervise team members as necessary;

o Design and manage procurement for onsite IT and AV providers in close collaboration with host country as necessary;

o Ensure timely delivery and exercise quality control of all digital arrangements before and during the events, as per work plan, and monitor the delivery of services by the sub-contractors and implement contingency plans as necessary;

o Assist the Operations Manager in the coordination of the development of IT applications (Website, Programme, Facility management tool, etc.) and ensure that applications developed by suppliers are integrated with IUCN systems;

o Liaise with IUCN staff to ensure that their requirements are being properly met;

o Prepare meetings and site visits linked to event planning and participate in said meetings or visits.

o Contribute to the evaluation (including a “lessons learnt” report) regarding the above aspect and ensure adequate post-event follow-up.If and when time permits, provide support to the Operations Manager and the Head of the Global Convenings and Events Unit in other areas as necessary.

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.
  • 5+ years of working experience, ideally in managing event planning preferably with international associations or organizations.

• Proven experience in hybrid and/or virtual event support for large events.

• In-depth mastery of event-related IT software and platforms, including mobile apps, room-booking systems, programming and scheduling, etc.

• Ability to work well under pressure, to handle a large number of tasks simultaneously and prioritize efficiently.

• Attention to detail.

• Team player with can-do attitude and ability to build effective relationships with people at all levels and in all business areas.

• Ability to anticipate risks and to identify and deliver workable solutions

• Willingness to travel regularly (7 – 15 days per year on average).

• High fluency in both spoken and written English and French . Knowledge of Spanish is a plus.
The minimum gross annual salary for this position is EUR 46'160. 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.

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.