Congress Logistics Officer

at  International Union for Conservation of Nature

Vacancy #:
7024
Unit:
Global Convenings and Events
Organisation:
International Union for Conservation of Nature (IUCN)
Location:
Headquarters, Gland, Switzerland
Reporting to:
Convenings & Sustainability Officer
Work percentage:
100%
Grade:
P1
Expected start date:
01 January 2025
Type of contract:
Max-term (12 months)
Closing date:
27 October 2024

JOB DESCRIPTION

The Congress Logistics Officer will coordinate, guide, and oversee the design, planning, and development of key site-related aspects of IUCN’s externally facing events, ensuring that all logistical arrangements meet the outcomes set by the Director General and the Head of the Global Convenings and Events Unit. S/he will report to the Convenings and Sustainability Officer and be an integral part of the Global Convenings and Events Unit at IUCN Headquarters.

The specific duties involved in providing logistical support for the IUCN World Conservation Congress include:

• Supporting the procurement process for local transportation services for Congress participants and VIPs.
• Managing onsite transportation services in collaboration with the host country and Destination Management Company (DMC), including the development of transportation passes.
• Planning and coordinating welcome services at airports and Congress stations across Abu Dhabi.
• Preparing detailed transportation maps for participants.
• Coordinating Congress signage, including liaison with designers, venue management, and city officials to meet signage requirements.
• Managing the Signage Promotion list (banners, airport signage, venue, session rooms, backdrops) including digital signage and the social media wall.
• Coordinating food and beverage services with the venue’s exclusive partner, including menu selection and price negotiation, opening hours and food stations, in alignment with the sustainability standards set for the Congress.
• Liaising with the Professional Conference Organiser (PCO) to develop catering order forms for exhibitors, sponsors and any external stakeholders.
• Gather all IUCN food and beverage requirements for the Congress.
• Support the travel services project, coordinating with suppliers and travellers to ensure a timely delivery of tickets to sponsored delegates.
• Supporting the Convenings & Sustainability Officer with accommodation services, ensuring that services provided by the Housing Agency are properly delivered, including hotel selection, block assignments, trilingual online booking services, block releases and statistics.
• If requested, develop specifications, preparing documentation, and coordinating suppliers and delivery, as well as onsite supervision for transportation, catering, and signage.
• Ensuring that all events adhere to the highest sustainability standards applicable to the destination and comply with IUCN policies, including proper tracking of Key Performance Indicators (KPIs).
• Providing additional support to the Convenings & Sustainability Officer, the Convenings Manager, and/or the Head of the Global Convenings and Events Unit as necessary, depending on workload and priorities.

The duties and responsibilities outlined above constitute the main tasks associated with this position. However, given the dynamic nature of IUCN, staff members are expected to demonstrate flexibility in their work approach and be prepared to undertake additional tasks that may arise. Should any new responsibilities become a regular part of the role, the Terms of Reference (TOR) will be updated in consultation with the line manager, the staff member, and the HR Unit. Any of the three parties may initiate this consultation.

REQUIREMENTS

• A minimum of 3 years of experience in managing event logistics, ideally for events of a similar scale to the IUCN World Conservation Congress, preferably within international associations or organisations.
• Proven expertise in event logistics management.
• Ability to manage multiple tasks simultaneously and efficiently prioritise workload.
• Fluency in English and French is required, with knowledge of Spanish or Arabic considered an asset.
• Proficiency in Excel for maintaining and analysing large datasets, including creating reports, pivot tables, and charts. Excel certification would be an advantage.
• Strong attention to detail and ability to work effectively under pressure.
• Proven ability to anticipate risks and implement effective solutions.
• Willingness to travel to Abu Dhabi for site inspections and to be on-site for 2-3 weeks prior to the event.
• A team-oriented mindset with a proactive attitude and the ability to build strong working relationships across all levels and business areas.

• Supporting the procurement process for local transportation services for Congress participants and VIPs.
• Managing onsite transportation services in collaboration with the host country and Destination Management Company (DMC), including the development of transportation passes.
• Planning and coordinating welcome services at airports and Congress stations across Abu Dhabi.
• Preparing detailed transportation maps for participants.
• Coordinating Congress signage, including liaison with designers, venue management, and city officials to meet signage requirements.
• Managing the Signage Promotion list (banners, airport signage, venue, session rooms, backdrops) including digital signage and the social media wall.
• Coordinating food and beverage services with the venue’s exclusive partner, including menu selection and price negotiation, opening hours and food stations, in alignment with the sustainability standards set for the Congress.
• Liaising with the Professional Conference Organiser (PCO) to develop catering order forms for exhibitors, sponsors and any external stakeholders.
• Gather all IUCN food and beverage requirements for the Congress.
• Support the travel services project, coordinating with suppliers and travellers to ensure a timely delivery of tickets to sponsored delegates.
• Supporting the Convenings & Sustainability Officer with accommodation services, ensuring that services provided by the Housing Agency are properly delivered, including hotel selection, block assignments, trilingual online booking services, block releases and statistics.
• If requested, develop specifications, preparing documentation, and coordinating suppliers and delivery, as well as onsite supervision for transportation, catering, and signage.
• Ensuring that all events adhere to the highest sustainability standards applicable to the destination and comply with IUCN policies, including proper tracking of Key Performance Indicators (KPIs).
• Providing additional support to the Convenings & Sustainability Officer, the Convenings Manager, and/or the Head of the Global Convenings and Events Unit as necessary, depending on workload and priorities