Congress Logistics Associate

The Congress Logistics Associate will report to the Convenings and Sustainability Officer and be part of the Global Convenings and Events Unit at IUCN Headquarters. They will be responsible for supporting the delivery of part of the overall logistical arrangements before, during and after the IUCN World Conservation Congress 2025.

The duties involved in providing logistical arrangements for the Congress include:

Before the Congress:

• Support the Convenings and Sustainability Officer with the implementation of the Congress Sustainability Policy in order to have the ISO 20120 Certification for the Congress.
• Assist the Convenings and Sustainability Officer in the liaison with the Congress suppliers for the identification, management and implementation of logistical aspects including but not limited to:
• Infrastructure and equipment
• Venue Layout
• Coordinate the selection process, the communication and the logistical aspects of the Congress art exhibits.
• Coordinate the logistical arrangements (room set-up, catering, equipment orders) and guideline liaising with Forum Manager, Members’ Assembly Manager and other IUCN staff to ensure that their requirements are being properly met.
• Support the Convenings and Sustainability Officer in the coordination of IUCN staff travel arrangement to Congress and liaise as necessary with IUCN staff worldwide, the Congress Travel Agency and the Accommodation agency.
• Coordinate with the Convenings and Sustainability Officer for keeping IUCN staff, members and partners informed of logistical arrangements for Congress.
• Support the design and testing of all congress management systems.
• Ensure that data in these systems is kept up to date.
• Supporting in the regular update of the Congress website content.
• Assist the Convenings and Sustainability Officer on a daily basis and ensure smooth delivery of Logistical tasks by the sub-contractors within its area of responsibilities.
• Support in administrative tasks as necessary (inbox management, emails, translation, proofreading, etc.)
• Participate in the meetings with the Global Convenings and Events Unit and other units, as necessary.
• Participate in site visits as necessary.

During the congress:

• Attend Congress, support the implementation and timely delivery at the Congress site of all logistical aspects.
• Assist the Convenings and Sustainability Officer and the Global Convenings and Events Unit in general, as necessary.

After the congress:

• Review invoices, if any, for projects under direct supervision.
• Support preparation of statistical analysis of Congress.
• Write up procedures for all projects handled including lessons learnt and recommendations for the future.
• Support data clean-up for all Congress systems and produce summary reports.
• Assist the Convenings and Sustainability Officer as required.

Requirements:

• University degree or commercial section studies.
• Experience in event management preferred.
• Fluency in English. French, Spanish and or Arabic are desirable.
• Microsoft Office (especially Excel), experience with event-specific software/databases (e.g. Hotel / Event / reservation) desirable.
• Excellent attention to detail.
• Excellent interpersonal, motivating and organising skills.
• Capacity to react quickly and flexibility in the face of sudden changes, multi-tasking.
• Ability to work under pressure.
• Service-oriented attitude.
• Ability to travel and to work flexible hours if required (particularly as the Congress dates approach).
• Eagerness to learn.
• Team player with can-do attitude and ability to build effective relationships with people of all levels and business areas.

Source: https://hrms.iucn.org/iresy/index.cfm?event=vac.show&vacId=11239&lang=en