Global Events Operations Manager

JOB DESCRIPTION

The Organizational Setting

The International Civil Aviation Organization (ICAO) sets international Standards and Recommended Practices (SARPs) for aviation safety, air navigation, security, and environmental protection. Thus, ICAO is a knowledge-based organization engaged in the development of intellectual property. The Revenue and Product Management (RPM) Section is part of the Capacity Development and Implementation (CDI) Bureau and is focused on the revenue-generating activities of the Organization. The portfolio of revenue-generating activities includes publications, periodicals, databases, websites, training, printing, and events. The revenues generated by these activities are required to promote the implementation of ICAO’s Strategic Objectives and to carry out related Programme Support. The Section is responsible for the overall strategic planning, stakeholders’ collaboration, coordination, promotion, and distribution of these sellable products in close coordination with the other Bureaus/Offices of the Organization.

The Business Development Unit (BDU) within RPM is a driver for revenue generation for ICAO. The business development and sales of products and services that generate revenue for ICAO are the most important aspects of this position. These products, services and related activities within the Unit include events, partnerships and licensing of ICAO Intellectual Properties (IP), advertising sales (digital and print), training activities, databases and statistical products, and products and services within CDI.

Under the guidance of the Head of BDU, the Global Events Operations Manager will manage the operations of various ICAO global events worldwide. The incumbent will be responsible for the strategic planning, executing, and logistical oversight of events, ensuring efficiency and excellence from inception to completion of each event. In addition, s/he will work closely with the Senior Events Administrative Associate on the financial aspect of events such as reconciliation of accounts, certain procurement matters, and other administrative functions.

Result of Service

The Incumbent Is Expected To Deliver The Following Results:

• Seamless event planning including setup, operations and management of schedules with suppliers according to best practices;
• Generation of financial reporting and reconciliation of accounts;
• Management of administrative functions, checklists, relationships with suppliers as part of the global events team.

Major Duties and Responsibilities

Function 1 (incl. expected results) Venue And Logistics Management:

• Manage event plans, timelines and checklist in accordance to Standard Operating Procedures;
• Ensure the project plan is executed on time and within budget;
• Oversee and manage third-party suppliers onsite as required;
• Develop contingency plans for emergencies and be risk-centric in an events management approach.

Function 2 (incl. expected results) Event Planning Management:

• Manage the ICAO Global Events Calendar in collaboration with the Senior Events Administrative Associate;
• Ensure that event dates are announced and published at least 12 months in advance;
• Collaborate with the Senior Events Administrative Associate in the drafting of ICAO State Letters for global events;
• Oversee the integration of marketing to the sales team for event collaboration;
• Provide reporting to management as required.

Function 3 (incl. expected results) Supplier Management And Financial Reconciliation:

• On a per-event and per-annum basis plan and manage third-party suppliers in collaboration with the global events team;
• Manage financials:
• Creation of invoices in coordination with the sales team;
• Reconciliation of accounts including refunds and supplier payments;
• Work with systems of ICAO to report to management on financials.
• Continuously look for innovative cost and operational management solutions for global events.

Function 4 (incl. expected results) Administrative Matters:

• Lead the updating and streamlining of all events checklists;
• Drive innovation in standard operating procedures by using technology where possible;
• Manage procurement of short and long-term requirements for global events;
• Ensure proper filing of all key documentation.

Function 5 (incl. expected results) Performs Other Related Duties As Assigned And Required.

Educational Background

Essential

• A first-level university degree in business administration or related field.

Desirable

• Project Management Certification.

Essential Professional Experience and Knowledge

• A minimum of fifteen (15) years of progressive experience in events coordination;
• Experience in the aviation sector;
• Hands-on experience managing logistics, vendors and budgets for events;
• Experience in dealing with the pressure of working with suppliers, sponsors and internal teams in relationship with venues, catering, AV teams, security, etc.;
• Experience in partnerships negotiation with Governmental / UN Agencies or Industry Associations and development skills.
• Ability to manage multiple tasks and deadlines.

Desirable

• Experience in sponsorship management, and exhibitor relations;
• Tech-savvy, ability to navigate in a digital environment and familiarity with event management software.

Essential Language Skills

Fluency in reading, writing and speaking abilities in English.

Desirable

An additional language spoken or working knowledge of a second language of the Organization (Arabic, Spanish, Chinese, French, Russian).

Conditions of Employment

It should be noted that this post is to be filled for an initial period of one (1) year. Thereafter, renewal of the contract may be granted on a year-to-year basis, subject to availability of funds, operational needs, and satisfactory performance of the consultant. This is a full-time position requiring in-person presence of at least three days a week in the Montreal office.

Occasional weekend and evening work may be required to support conferences and events. The monthly rate for Band B varies from CAD 5,097 to CAD 8,122. Employment income from UN agencies is tax exempt in Canada.

How To Apply

Interested candidates must complete an online application form. To apply, please visit ICAO's e-Recruitment website at:

Careers (icao.int)

Notice to Candidates

ICAO does NOT charge any fees or request money from candidates at any stage of the selection process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.