Overview
The Events Operations Coordinator is responsible for ensuring the smooth operational delivery of ICAO’s events, both at Headquarters and in the field. The incumbent coordinates the implementation of Standard Operating Procedures (SOPs) and supports administrative and contractual processes essential to event execution.
Key Responsibilities
- Support on the management of event plans, timelines and checklists in accordance with established Standard Operating Procedures (SoPs).
- Ensure project plans are executed on time and within budget in collaboration with the Event Operation Manager.
- Support overseeing and managing third-party suppliers onsite, as required.
- Assist in the development of contingency plans for emergencies.
- Overseeing the integration of marketing to the sales team for event collaboration.
- In collaboration with the Events Support Coordinator, manage the ICAO Events Calendar providing latest information of events.
- Administer and maintain Standard Operating Procedures (SOPs) and event checklists to ensure consistency and compliance in event delivery.
- Monitor the implementation of established procedures, identify process gaps, and recommend improvements.
- Ensure all operational aspects of events align with ICAO’s event delivery standards and organizational objectives.
- Ensure compliance with administrative and contractual support elements related to events, including Memoranda of Understanding (MoUs), partnership arrangements, supplier contracts, and Long-Term Agreements (LTAs) with the Events Operations Manager and the Senior Events Administrative Associate.
- Ensure compliance with ICAO procurement and financial rules, when applying elements of agreements and contracts.
- Reconcile financial contractual elements by reporting delivery of products and services for an event.
- Maintain accurate records and tracking tools for all contractual and partnership-related documentation.
- Support the event project and operations teams by maintaining up-to-date operational documentation and schedules.
- Ensure timely and accurate communication and information sharing among stakeholders in sales and marketing, technical bureaus, senior management, and external exhibitors and sponsors.
- Prepare operational summaries, reports, and updates for internal and external distribution to ensure alignment and transparency in event delivery.
- Provide administrative support and logistical support to other event-related activities within the BDU team and the RPM Section as required.
- Perform any other duties as assigned by the Supervisor or the Head, BDU.
Required Experience
A minimum of six (6) years of progressively responsible experience in event operations, administrative coordination, or project support roles, preferably within an international organization or public-sector environment. Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint. Experience as a problem-solver in a fast-paced, multicultural, and dynamic environment. Manage multiple tasks and deadlines. Experience with contract administration and coordination of standard operating procedures or standardized processes. Familiarity with UN administrative, procurement, and financial frameworks. Tech- savvy, ability to navigate in a digital environment.
Qualifications
College of General and Vocational Education (CEGEP) diploma or equivalent is required. Supplementary training in office administration, business management, or event coordination.
