Events Operations Coordinator

The Events Operations Coordinator is responsible for ensuring the smooth operational delivery of ICAO’s revenue-generating events at Headquarters and in the field. The role involves coordinating Standard Operating Procedures, supporting administrative and contractual processes, and ensuring effective communication among stakeholders.

Responsibilities

• Provide venue and logistics support to the Event Operation Manager for revenue generating events, including management of event plans, timelines and checklists in accordance with 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.
• Oversee the integration of marketing to the sales team for event collaboration.
• Manage the ICAO Events Calendar providing latest information of events in collaboration with the Events Support Coordinator.
• 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 MoUs, partnership arrangements, supplier contracts, and 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 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.

Requirements

• College of General and Vocational Education (CEGEP) diploma or equivalent is required.
• Supplementary training in office administration, business management, or event coordination is desirable.
• 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.
• Ability to manage multiple tasks and deadlines.
• Experience with contract administration and coordination of standard operating procedures or standardized processes is desirable.
• Familiarity with UN administrative, procurement, and financial frameworks is desirable.
• Tech-savvy, ability to navigate in a digital environment.
• Fluent reading, writing and speaking abilities in English.
• A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.

Skills

• Event Operations
• Administrative Coordination
• Project Support
• MS Word
• MS Excel
• MS PowerPoint
• SharePoint Development
• Contract Administration
• Standard Operating Procedures Implementation
• UN Procurement Frameworks
• UN Financial Frameworks
• Digital Navigation
• Multitasking
• Deadline Management

Languages

English