Events Support Coordinator

Coordinates administrative work and provides support for events, undertaking tasks such as:

• Coordinate all administrative aspects of event planning and implementation, including participant communications, for ICAO revenue-generating events.
  • Provide administrative support at the project level in order to ensure proper coordination of the event including communicating with the Office of the Secretary General, Bureau Directors and Deputy Directors through the front Office of CDI.
  • Coordinate, plan and facilitate meetings as required. 
• Support the development, maintenance, and implementation of standard operating procedures (SOPs) for event management.
• Monitor timelines and ensure compliance with established procedures and internal controls.
• Manage the ICAO Events Calendar tool by continuously and proactively engaging stakeholders globally to ensure accurate and up-to-date information.
• Maintain and update of procurement contracts including long-term agreements for the provision of several services required for ICAO events.
• Generate reports and analytics to support revenue tracking and outreach efforts (CRM database for sales and finance).
   

Registration, Validation, and Credentials Management

• Process event registrations, including validation of participant information using established standard operating procedures.
• Review and verify eligibility criteria and payment confirmations, including tracking of registration revenues.
• Coordinate the issuance of event credentials and maintain accurate registration records.
• Provide support to participants regarding registration inquiries.
   

Website, Applications, and Supplier Coordination

• Set up and maintain event webpages and registration platforms in coordination with internal stakeholders.
• Configure and manage event applications and digital tools as required.
• Liaise with external suppliers and service providers to ensure timely delivery of services.
• Monitor vendor performance and ensure alignment with contractual requirements.
   

Manages the correspondence and documentation of the Unit, undertaking tasks such as: 

• Manage all outbound communications pertaining to events with stakeholders such as Member States, international organizations, speakers, moderators, etc.
• Maintain BDU electronic files and ensure correspondence and BDU documentation of events (reports, contracts, presentations, etc.) are classified, filed and stored electronically for retrieval purposes
• Utilize digital tools and collaboration platforms to streamline workflows, document management, and internal coordination.
• Identify and propose process improvements to enhance efficiency, accountability, and service quality.
• Draft documentation including letters, memoranda, reports, e-mails, mission reports, etc. often of a confidential or urgent nature. 
• Arrange documents for translation with a mark-up for electronic submission (gDoc 2.0), coordinating with language sections and the ICAO Document Management Office (DMO) in order to meet deadlines.

• Complete all organizational mandatory training during the time of service.
• Performs other related duties as assigned by the Supervisor or the Head, BDU.