The Bureau of Administration and Services (ADB) plays a lead role in the effective and efficient administrative management of the Organization by ensuring the provision of high-quality physical and human resources, by applying the highest standards of work ethics and conduct, and by using results-based management skills and tools to support the Organization in implementing its Strategic Objectives, in order to serve all stakeholders of the world aviation community.

Languages, Publications and Conference Management (LPC), within the Bureau of Administration and Services (ADB), promotes and coordinates the implementation of the ICAO Multilingualism Strategy. It provides interpretation, translation, editorial and programme support services in the six ICAO working languages (Arabic, Chinese, English, French, Russian and Spanish). Based on the principle of simultaneous distribution, it ensures the issuance of documentation to the Council, its deliberative bodies, the Air Navigation Commission, and other ICAO meetings held within and away from the Headquarters. LPC is also responsible for the management of conference services in conformity with ISO standards.

The Interpretation and Conference Services (ICS) Section in LPC is responsible for interpretation and conference services. The Section is responsible for managing all logistical aspects related to the organization of meetings and conferences, including the provision of interpretation services and the management of activities at the ICAO Conference Centre.

Within ICS, the Conference Services (COS) Unit of ICAO is committed to client satisfaction, fulfillment of compliance obligations, protection of the environment and provision of safe and healthy working conditions, while providing sustainable venue and event management services. We are committed to fulfill legal and standardization requirements to protect the environment, eliminate occupational health and safety hazards and risks for the prevention of work-related injury and ill health. By consulting with and encouraging the participation of our staff, the continuous improvement of the Quality, Environment, Occupational Health and Safety (QEHS) Management System is ensured. VEM conforms to the requirements of International Standards  ISO 9001:2015, ISO 14001:2015, ISO 45001:2018, ISO 20109:2016, ISO 2603:2016, ISO 22259:2019, ISO/PAS 24019:2020, and ISO 20108:2017.

Under the general guidance of the Senior Event Coordinator, in adherence with ISO standards, Policies, Administrative Instructions, Standard Operating Procedures and standing instructions in place, the incumbent will fulfill the following functions:

Act as Venue Coordinator, achieving results such as:

• Assist in the development of COS Virtual, In-person, and Hybrid meeting services by contributing to the drafting of supporting documentation, as assigned (procedures, guidelines, best practices, checklists, etc).
• Process all incoming requests for Virtual, In-person, and Hybrid meetings held by PRES, Council, ANC, OSG, and ICAO Bureaus (regular and RPM budget funded) in the ICAO meeting booking system (gMeets).
• Assess (regular and RPM budget funded) Virtual, In-person, and Hybrid meeting technical requirements and structure to optimize COS service delivery.
• Assign and track usage of virtual meeting (Zoom) licenses in use.
• Schedule and broadcast virtual meetings (Zoom) schedule through established channels of communication.
• As needed, assist the CTS sub-unit, with Virtual, In-person, and Hybrid meeting preparations, in terms of setup, hosting and moderating, as well as ensuring the minimum technical requirements are in place and the established guidelines are followed.
• Collect client feedback to identify corrective actions and opportunities for improvement, in line with ISO Integrated Management System Improvement.
• Assist in the development and provision of certification training for scheduling/booking virtual meetings to Bureau Focal Points.

Provide Technical services and support, achieving results such as:

• Provide guidance for basic audio-visual services for meetings and conferences.
• Collect meeting audio-visual requirements from clients and coordinate as required.
• Set up the meeting and conference rooms prior to meetings program, modify and troubleshoot the conference equipment, and setup the A/V equipment.
• Prepare meeting’s seating arrangement with the bureau responsible for that meeting.
• Installs, configures and tests audio, setup, video conference equipment and systems (Zoom or Teams platforms), for the client to operate.
• Liaise with other technical staff from remote locations in order to perform compatibility tests pertaining to the video-conference system.
• Provide audio-visual first line support to meetings in areas assigned as needed.

Act as Event Coordinator for internal and external regular and RPM budget-funded meetings and conferences, as well as social functions, achieving results such as:

• Provide guidance and logistic support to internal clients, including high ranking officials, on the basis of pre-determined Frameworks.
• Advise internal clients regarding ICAO facilities and in-house services offered by the COS Unit, with a view to providing comprehensive venue and event management services.
• Apply, develop and promote sustainable practices.
• Collect and process requests for services and equipment, and plan resources accordingly, including but not limited to budget allocation, audio-visual, seating arrangements, catering, procurement, directional signs, and staffing;
• Action all event related tasks as required, including but not limited to space booking requests and inquiries, overtime submissions, weekly/monthly reporting, provision of cost estimates, procurement of external services, certification of invoices from service providers, dissemination/tracking and reporting of billing information.
• Manage and supervise all logistical activities prior, during and after events in order to ensure a smooth delivery, adhering to client requirements and addressing last minute requests.
• Ensure timely set up, and return to neutral, of facilities after each meeting/event in order to ensure cleanliness and future availability of facilities, as well as appropriate handling of equipment and room features.
• Collect, process and report on customer feedback via customer satisfaction survey.
• Produce, file and archive post-event reports and all related documentation.
• Consult with the Senior Event Coordinator, as required, to plan or resolve unusual client requests.

Support the Knowledge Management function, achieving results such as:

• Participate in internal communication campaigns by drafting, maintaining and disseminating venue and event management documentation as assigned, and in compliance with the COS QEHS Management System; including but not limited to Standard Operating procedures (SOP), checklists, reports, presentations, training material, marketing material, web content and postmasters.
• Draft, maintain and disseminate technical documentation as required.
• Draft, maintain and disseminate sustainable practice tools, documentation as required.
• Spearhead and/or participate in presentations to clients in order to broadcast information and/or provide training.

Act as Super User, focal point and user support for assigned COS tools:

• Data collection, processing and reporting tools, including data maintenance and troubleshooting. Including but not limited to room booking and logistics management.
• Receive and verify parameters, and amend meeting request information from the requesting client; review and approve requests, allocate and book available meeting and conference rooms for specific dates; advise clients on cost optimization and meeting room utilization; circulate meeting requirements to relevant sections and service providers; update meeting request records; pro-active input to the planning and scheduling of meetings and conferences; ensure timely and accurate posting of daily, weekly and monthly meeting schedules via appropriate channels of communication; including internet, intranet and broadcast systems; prepare statistics and analysis of meeting services data.
• Provide level one support to clients using COS Unit systems.

Act as Project Manager, achieving results such as:

• Initiate, manage and deliver improvement projects as assigned, to contribute to personal and unit KPIs.
• Initiate, support and contribute to Sustainable management efforts.
• Responsible for all aspects of assigned projects, including but not limited to procurement and reporting.

Act as Registration Operator, under the general guidance of the Registration Coordinator, and in consultation with the Senior Event Coordinator achieving results such as:

• Provide support, as required, to the registration team for Virtual, In-person, and Hybrid meetings.
• Complete registration and badging system tools training provided by the Registration team.
• Operate the online access to virtual meetings and onsite registration booth for In-person meetings.
• Prepare and distribute event badges to meeting participants.

Performs other related duties as assigned.

Technical school diploma or diploma of college studies DEC degree with a specialty in event management, logistics, hospitality, project management or in a related field.

Essential 

Proven experience in event, hospitality or food & beverages industries, or related field.

Familiarity with modern IT equipment as well as Windows Operating System.

Full proficiency in Microsoft Excel, Word, Outlook and PowerPoint.

Experience in time management through calendar applications (Outlook or equivalent).

Desirable

Experience working in an international organization or diplomatic mission or working in multicultural environments and teams.

Experience with ISO certified systems.

Experience with sustainable practices applicable to projects or events (including ISO 20121 standards).

Experience with gMeets (UN space booking system).

MAPAQ certification – Hygiene and Food Safety.

Experience with Microsoft Dynamics CRM software.

May require constant standing and walking throughout shift.

May require working outside regular business hours occasionally.

May require moving small pieces of furniture of approximately 30 lbs in weight.

Essential

Excellent written and verbal communication skills in English.

Desirable

Working knowledge of French is an asset.  Knowledge of any of the following languages of the Organization (Arabic, Chinese, Russian, Spanish).

1. Client orientation: The willingness and ability to see things from the clients’ perspective anticipate client needs and concerns; find appropriate solutions for clients and keep clients informed.
2. Planning and organizing: The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently.
3. Accountability: The willingness and ability to accept responsibility for oneself and one’s responsibilities; taking ownership for actions and outcomes.
4. Teamwork: The ability to work cooperatively or collaboratively with colleagues in work groups and as part of teams to achieve agreed goals. Initiative, discretion and the ability to maintain harmonious working relationships.

It should be noted that this consultancy is to be filled as an ongoing contract for a period of twelve (12) months, with the possibility of extension, based on autonomy and performance.

The incumbent will coordinate all logistic requirements for in-person, hybrid and virtual meetings and conferences. The incumbent will mostly work onsite on a flexible schedule, depending on conference operation requirements, including evenings and weekends.

Please note that the minimum daily rate for this role is CAD $248 (Band B) and may be increased depending on relevant experience.

Interested candidates must complete an on-line application form. To apply, please visit ICAO’s e-Recruitment website at: https://careers.icao.int.

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.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements