Conference Coordinator

DUTIES AND RESPONSIBILITIES

• Plans and manages the organization of ITU events from initial conception to final delivery, both in Geneva or internationally. This includes conferences, assemblies, study groups meetings, high level fora, roundtables, summits and official celebration events of different sizes and natures. He/she coordinates the preparation of host country agreements and their annexes in liaison with other relevant services; provides support and guidance in negotiations with host countries; coordinates facilities and requirements with all relevant stakeholders (conference centre managers, ITU members, official missions, sponsors, service providers, etc.).
• In the run-up to events, participates in preparatory meetings and undertakes on-site inspection missions to determine the most suitable venue, identifies the necessary premises and logistical arrangements discussing availability, costs and various requirements for local staff, hotel facilities and transportation. He/she plans conference missions and coordinates the staffing table with the ITU Travel Section; analyses conference and meeting spaces, room and facility requirements based on requests from relevant services and departments. The incumbent provides advice, proposes floorplans, planning and management of rooms at the conference venue, and prepares the list of requirements.
• Prepares and implements operational plans using relevant tools such as the CRM Room Management application. Ensures that all elements of the work plan are carried out in a timely and cost-effective way; advises on event time- management plans and on procedures for conducting meetings, ensuring compliance with legislative obligations. Coordinates the provision of all necessary services such as interpretation, remote participation, webcast and captioning, in close collaboration with the Information Services, Security and Protocol teams. Monitors the implementation of the sustainable management and green events toolkit, with host country and organizer counterparts ensuring compliance with the toolkit and related standards before, during and after the event.
• Manages all aspects of event services on -site, whether insourced or outsourced. Coordinates with relevant services during the events, keeping all parties informed of meeting details. Attends Steering Committee Meetings during Conferences (with the Chairs and Vice-Chairs of the conference) to establish the meeting timetable and update meeting announcements (display boards, screens).
• Prepares feedback, evaluation and statistical reports on conferences and meetings. Organizes debriefings to propose new approaches for improving the overall efficiency of services. Prepares written reports highlighting challenges, solutions, and proposed enhancements for future conferences and meetings. Ensures that all statistical information for events is accurately recorded and entered into the CRM database.
• Establishes effective working methods, guidelines and processes, including schedules, timeframes and deadlines for all stages of events (planning, organization and implementation).
• Coordinates and proposes the best event- management tools for project management. Coordinates the preparation of all conference management documents required for presentation to the ITU Council, such as the calendar of conferences and events.
• Analyses the requirements and challenges to ensure business continuity for ITU conference management, proposing strategies, solutions and contingency plans.
• Keeps abreast of the latest developments in conference management trends and activities, applying this expertise to all aspects of the Service’s work with new strategies, suggestions and alternative approaches.
• Performs other related duties as assigned.