Who we are Vacancies Event Manager
Event Manager

Event Manager

JOB DESCRIPTION

The International Council of Nurses (ICN) is a federation of more than 130 national nurses associations (NNAs), representing the more than 19 million nurses worldwide. Founded in 1899, ICN is the world’s first and widest reaching international organisation for health professionals. Operated by nurses and leading nurses internationally, ICN works to ensure quality nursing care for all, sound health policies globally, the advancement of nursing knowledge, and the
presence worldwide of a respected nursing profession and a competent and satisfied nursing workforce.
In order to support its growing event activities, ICN has an immediate opening for an Event Manager to work to help plan, develop, support and execute current and future events. Applications by email with CV and supporting letter should be sent to This e-mail address is being protected from spambots. You need JavaScript enabled to view it by Friday September 1 2017.


1. RESPONSIBILITIES
Overall Responsibilities

  • Ensure smooth development, planning and execution of ICN events, particularly the bi-annual Congress, the regional conferences and other smaller events, such as Summits and Forums
  • Identify potential venues and providers and pre-negotiate conditions as part of the bidding process
  • Establish the timeline for each event and ensure all deadlines and milestones are respected
  • Identify potential sub-providers for each event and support the negotiation and contracting of each
  • Coordinate all on-site logistical arrangements ensuring they meet the needs of the programme and are executed in a cost-effective manner
  • Oversee the effective use of internal IT systems and programmes such as project management platform, registration and abstract submission services, etc.
  • Setup and maintain the event budgets and update regularly
  • Act as central contact person and coordinator for questions and requests both internal and external; follow-up with internal and external teams on timely delivery of respective responsibilities (such as communications, education, finance)
  • Identify, contact and maintain relations with existing and potential industry and institutional supporters as well as other types of sponsors or revenue providing parties
  • Provide regular reports on event progress such as registration status, abstract submissions when relevant, financial updates, etc.
  • Provide final report and statistics of the event


Specific responsibilities
Logistics

  • Book meeting space according to the event needs and ensure that all requested facilities, services etc. are in place and that access to the venue is available according to needs
  • Ensure that all technical services including interpretation, phone/Skype connectivity, Wi-Fi, business centre access are available, organised, tested, functioning and fit for purpose
  • Organise all catering needs for participants, organisers, speakers, etc.
  • Oversee the preparation and setup of registration area and information services as well as any others as needed
  • Arrange all security and protocol measures are reviewed and in place including for special cases when high level participants are involved.
  • Identify the onsite support needs both internal and external and make arrangements for their participation
  • Keep track of the total expenditures and commitments for each event
  • Assist in any immediate follow up actions after the events


Participants/delegates

  • Coordinate all participant communications with the marketing /communications team
  • Oversee the preparation and setup of all required online services including registration, abstract submission, hotel bookings etc.
  • Respond to participants queries both by phone and email
  • If requested assist with the minutes taking and drafting of summary of proceedings
  • If requested assist with travel arrangements for participants as well as with payment of per diem following UN rules and regulations

2. COMPETENCIES
Planning and Organising

  • Experience organising large meetings and events as well as small workshops and teleconferences including oversight of participation
  • Meticulous attention to detail and knowledgeable of all activities under his/her responsibility.
  • Able to identify priority activities and assignments
  • Able to adjust priorities as required; alloca appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitor and adjust plans and actions as necessary; use time efficiently

Communication

  • Speaks and writes clearly and effectively; listens to others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication
  • Tailors language, tone, style and format to match audience
  • Demonstrates openness in sharing information and keeping people informed
  • Sensitive to cultural differences and ability to communicate effectively with people from different horizons


General Management and Judgement / Decision-making

  • Team player with proven ability to work effectively with people from different backgrounds, cultures
  • Demonstrated ability to work independently, organising all logistical, participants and administrative arrangements for him/herself during the whole preparatory cycle –from beginning to end
  • Identify when to escalate an issue to his/her supervisor for final approval, guidance, or when experiencing considerable challenges
  • Identifies potential problems in a timely fashion and understands when to escalate
  • Checks assumptions against facts
  • Proposes a course of action or makes a recommendation based on all available information

Partnership building

  • Ability to absorb and triangulate information from multiple sources, and to identify, anticipate and avert potential challenges before they start to affect operations
  • Strong corporate commitment
  • Team player with proven ability to work effectively with people from different backgrounds, cultures
  • Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others
  • Places team agenda before personal agenda
  • Supports and acts in accordance with team decision, even if such decisions may not entirely reflect one’s own position
  • Shares credit for team accomplishments and accepts joint responsibility for team shortcomings

3. EDUCATION

  • Master's degree in events management, international relations, international development, social sciences or related area is required
  • A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the Master’s degree

4. EXPERIENCE

  • Minimum 5 years of experience including progressively responsible experience in events management, ideally in NGOs or in the United Nations related-space, with proven track record in organizing large-scale events with participation from multiple agencies and countries
  • Experience in dealing with core and local PCOs
  • Agency experience a plus

5. LANGUAGES

  • Excellent command of English is required. French and Spanish are strong assets.

6. CONTACT
For further information or questions please contact Neil Kirkman on This e-mail address is being protected from spambots. You need JavaScript enabled to view it or on +41 22 908 0121.