Events Operations Coordinator

Job Posting Organization:
The International Civil Aviation Organization (ICAO) is a specialized agency of the United Nations that was established to set international Standards and Recommended Practices (SARPs) for aviation safety, air navigation, security" style="border-bottom: 1px dotted #007bff !important;">security, and environmental protection. ICAO is a knowledge-based organization that focuses on developing intellectual property and operates in multiple countries around the world, working to enhance global aviation safety and efficiency. The organization is committed to fostering a safe, secure, and sustainable aviation environment, and it employs a diverse workforce dedicated to achieving its strategic objectives. The Revenue and Product Management (RPM) Section, which is part of the Capacity Development and Implementation (CDI) Bureau, is specifically focused on revenue-generating activities that support ICAO’s mission. This includes organizing events, training programs, publications, and other initiatives that align with ICAO’s strategic goals.

Job Overview:
The Events Operations Coordinator plays a crucial role within the Business Development Unit (BDU) of the RPM Section at ICAO. This position is responsible for ensuring the smooth operational delivery of ICAO’s events, which can take place both at the organization's headquarters in Montreal and in various field locations. The coordinator will work closely with the Head of BDU and other bureau staff to implement Standard Operating Procedures (SOPs) and support the administrative and contractual processes necessary for successful event execution. The role requires flexibility, as the incumbent may need to work on weekends and evenings to accommodate event schedules. The Events Operations Coordinator will also facilitate effective communication and coordination among internal and external stakeholders involved in event operations, ensuring that all aspects of the events align with ICAO’s strategic objectives and operational standards.

Duties and Responsibilities:
The Events Operations Coordinator will undertake a variety of duties, including but not limited to:

• Providing venue and logistics support to the Event Operation Manager for revenue-generating events, which includes managing event plans, timelines, and checklists according to established SOPs, ensuring that projects are executed on time and within budget, overseeing third-party suppliers on-site, and developing contingency plans for emergencies.
• Coordinating, monitoring, and maintaining SOPs for revenue-generating events, ensuring consistency and compliance in event delivery, identifying process gaps, and recommending improvements.
• Implementing administrative coordination and contract management, ensuring compliance with administrative and contractual support elements related to events, and maintaining accurate records of all contractual and partnership-related documentation.
• Coordinating and reporting stakeholder information, maintaining up-to-date operational documentation and schedules, and preparing operational summaries and reports for internal and external distribution.
• Providing administrative and logistical support to other event-related activities within the BDU team and RPM Section as required, and performing any other duties as assigned by the Supervisor or Head of BDU.

Required Qualifications:
Candidates must possess a College of General and Vocational Education (CEGEP) diploma or equivalent as a minimum requirement. Additionally, supplementary training in office administration, business management, or event coordination is desirable. Candidates should have a minimum of six 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 is essential, along with experience in problem-solving in a fast-paced, multicultural environment. Familiarity with contract administration and UN administrative, procurement, and financial frameworks is considered an asset.

Educational Background:
The educational background required for this position includes a CEGEP diploma or equivalent. Candidates with additional training in office administration, business management, or event coordination will be viewed favorably. This educational foundation is essential for understanding the complexities of event management and administrative coordination within an international organization like ICAO.

Experience:
Candidates are expected to have at least six years of progressively responsible experience in roles related to event operations, administrative coordination, or project support. This experience should ideally be within an international organization or public-sector environment, demonstrating the ability to manage multiple tasks and deadlines effectively. Experience with contract administration and familiarity with UN frameworks will enhance a candidate's suitability for this role.

Languages:
Fluency in English, including reading, writing, and speaking abilities, is essential for this position. Additionally, a working knowledge of any other language of the Organization, such as Arabic, Chinese, French, Russian, or Spanish, is desirable and will be considered an asset.

Additional Notes:
This position is structured as an ongoing consultancy with annual renewal based on performance and budget availability. As a consultant, the role does not include paid vacation or holiday days, insurance, or pension benefits. Compensation is provided at a monthly rate ranging from CAD 3,991 to CAD 5,17

• The consultant is expected to work full-time on-site at ICAO Headquarters in Montreal, five days a week, with occasional weekend and evening work required to support events. Employment income from UN agencies is tax-exempt in Canada. Interested candidates must complete an online application and include their portfolio or website link.