Global Events Operations Manager

Job Posting Organization:
The International Civil Aviation Organization (ICAO) is a specialized agency of the United Nations established to promote the safe and orderly development of international civil aviation. ICAO sets international Standards and Recommended Practices (SARPs) for aviation safety, air navigation, security" style="border-bottom: 1px dotted #007bff !important;">security, and environmental protection. The organization is engaged in the development of intellectual property and operates with a focus on revenue-generating activities through its Revenue and Product Management (RPM) Section. ICAO is involved in various activities including publications, databases, training, and events, which are essential for promoting its Strategic Objectives. The organization has a global presence and collaborates with various stakeholders to ensure the effective implementation of its programs.

Job Overview:
The Global Events Operations Manager will play a crucial role in managing the operations of various ICAO global events worldwide. This position requires strategic planning, execution, and logistical oversight of events, ensuring that each event is executed efficiently and excellently from inception to completion. The incumbent will work closely with the Senior Events Administrative Associate to manage the financial aspects of events, including account reconciliation and procurement matters. The role is pivotal in ensuring that ICAO's events align with its strategic objectives and contribute to its revenue generation efforts. The manager will be responsible for overseeing the entire event planning process, from venue selection to supplier management, ensuring that all events are delivered on time and within budget.

Duties and Responsibilities:

• Venue and Logistics Management: Manage event plans, timelines, and checklists in accordance with Standard Operating Procedures. Ensure project plans are executed on time and within budget. Oversee and manage third-party suppliers onsite as required and develop contingency plans for emergencies.
• Event Planning Management: Manage the ICAO Global Events Calendar in collaboration with the Senior Events Administrative Associate. Ensure that event dates are announced and published at least 12 months in advance. Collaborate in drafting ICAO State Letters for global events and oversee the integration of marketing with the sales team for event collaboration.
• Supplier Management and Financial Reconciliation: Plan and manage third-party suppliers in collaboration with the global events team. Manage financials including the creation of invoices, reconciliation of accounts, and reporting to management on financials.
• Administrative Matters: Lead the updating and streamlining of all events checklists, drive innovation in standard operating procedures, manage procurement for global events, and ensure proper filing of all key documentation.
• Perform other related duties as assigned and required.

Required Qualifications:
Essential qualifications include a minimum of fifteen (15) years of progressive experience in events coordination, experience in the aviation sector, and hands-on experience managing logistics, vendors, and budgets for events. The candidate should have experience dealing with suppliers, sponsors, and internal teams, as well as experience in partnerships negotiation with Governmental/UN Agencies or Industry Associations. Desirable qualifications include experience in sponsorship management and familiarity with event management software.

Educational Background:
The position requires a first-level university degree in business administration or a related field. A Project Management Certification is desirable but not mandatory.

Experience:
Candidates must have a minimum of fifteen (15) years of progressive experience in events coordination, particularly in the aviation sector. This experience should include managing logistics, vendors, and budgets for events, as well as the ability to handle the pressures of working with various stakeholders such as suppliers and sponsors.

Languages:
Fluency in English is essential, with reading, writing, and speaking abilities required. An additional language, such as Arabic, Spanish, Chinese, French, or Russian, is desirable but not mandatory.

Additional Notes:
This position is initially for a period of one (1) year, with the possibility of renewal on a year-to-year basis, subject to availability of funds and satisfactory performance. It is a full-time position requiring in-person presence at the Montreal office for at least three days a week. Occasional weekend and evening work may be required to support conferences and events. The monthly salary for this position ranges from CAD 5,097 to CAD 8,122, and employment income from UN agencies is tax-exempt in Canada.