Consultancy – Digital Event Coordinator

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with 191-member National Societies.

The IFRC is headquartered in Geneva, with regional and country offices throughout the world. The Digital Transformation Department coordinates and provides all information and communications technology services for the IFRC globally acting as “One IT” for “One Secretariat”. It has its director, global architecture, strategy, planning, data, and digital units based in Geneva while it has its service delivery and support unit based in Budapest, Hungary.

Job Purpose

We are seeking a detail-oriented and highly organized Audio-Visual Meeting Coordinator. The ideal candidate will be responsible for planning, organizing, and supporting Audio-Visual aspects of both in-person and hybrid meetings and events. This role requires excellent communication skills, a proactive approach, and the ability to handle multiple tasks simultaneously. Not a technician, yet he / she should have affinity with technologies used for such meetings and events.

Job Duties and Responsibilities

Planning and Preparation:

• Event Planning: Work with meeting organizers to plan and organize meetings, create and execute agendas and detailed production schema, and coordinate the necessary materials, content and equipment.

• Stakeholder Coordination: Work closely with meeting organizers to ensure proper preparation with both internal and external participants, as well as to understand meeting objectives, ensuring all requirements are met. 

• Vendor Management:Work with IFRC service providers for services such as audio-visual equipment and with IFRC Meeting and Conference Services for other requirements such as interpretation.

Execution and Support:

• On-site Coordination: Oversee the planning, setup and execution of in-person meetings, ensuring all aspects run smoothly and addressing any issues that arise promptly.

• Technical Support for Hybrid Meetings: Plan, test, set up and coordinate the technical aspects of hybrid meetings, including video conferencing, screen sharing, and live streaming, with the identified AV service provider.
• Material Preparation: Ensure the preparation and distribution of meeting materials such as agendas, presentations, and handouts, if required.

Job Duties and Responsibilities (continued)

Post-Event Tasks:

• Feedback Collection: Gather feedback from organizers to evaluate the success of the meeting and identify areas for improvement.
• Post-Event Reporting: Compile and present post-event reports.
• Follow-Up Actions: Coordinate follow-up activities, such as the distribution of meeting minutes and action items.
• Develop and maintain protocols, formats and checklists for all activities listed to allow back-fill coverage when absent.

Job Location and Scope:

• The job is based at the IFRC Geneva office, with an estimated 40-60 meetings to be coordinated annually.
• These meetings will predominantly use MS Teams and Zoom, integrated with high-complexity audio and video systems used in the meeting rooms.
• Workload/number of workdays to be coordinated, based on the event schedule (100% availability required before and during the events – a bit more flexible schedule in the post event period).

Education

• A university degree required

Experience

• Notable experience in meeting/event coordination at NGOs, with experience in both in-person and hybrid event formats preferred.

Knowledge, Skills and Languages

• Strong organizational and time management skills.
• Excellent English verbal and written communication skills.
• Good/working level of French to be able to communicate with third party service providers.
• Proficiency in event management software and virtual meeting platforms such as Zoom, Microsoft Teams, or similar.
• Ability to multitask and work under pressure.
• Strong problem-solving skills and attention to detail.

Competencies, Values and Comments

Values: Respect for diversity; Integrity; Professionalism; Accountability

Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust