Overview
The role involves coordinating conferences, ministerial meetings, receptions, exhibitions, and related events for the International Energy Agency (IEA). The main purpose is to ensure the smooth operation of conference facilities and the successful execution of events.
Key Responsibilities
- Contribute to the optimal use of IEA Conference Facilities.
- Prepare a provisional annual conference program.
- Organise visits and presentations of IEA Conference facilities.
- Establish close contact with committee secretariats, Delegations and events organisers.
- Ensure health and safety standards are applied to conference services.
- Act as fire warden in case of crisis.
- Translate briefs into event visions, objectives, activities, tasks and outcomes.
- Coordinate IEA and third-party events using project management tools.
- Define provisional budgets and implementation scenarios for events.
- Provide regular project status updates.
- Coordinate overall logistics and administration of events.
- Liaise with support services and external suppliers.
- Stay abreast of best practices and new technologies in event organisation.
- Participate in events’ related procurement processes.
- Coordinate framework contracts and subcontractors.
- Assist in events’ billing.
- Provide advice and in-house training to assistants.
- Regularly review and update content of CBS Conferences SharePoint site.
- Assist in other activities of the Unit and replace colleagues.
Required Experience
- At least five years’ proven experience in organising large, complex events, and/or high-level events, in both the public and/or private sectors.
- Thorough knowledge of both physical and digital events.
- Demonstrated experience coordinating suppliers and overall logistics in high-level events.
- Excellent ability to liaise and interact with different types of audiences and to maintain contacts with stakeholders.
- Proven experience and training in protocol management would be an asset.
- Experience working in a multicultural and diplomatic environment would be an asset.
- Experience operating a conference facility would be an asset.
Qualifications
• Post secondary education (University degree preferably) with a specialisation in management, project management or event management.
