C&E Project Manager

  • Company: International AIDS Society (IAS)
  • Job Location: Geneva - Switzerland
  • Date: December 12, 2018 16:18
  • Employment Type: permanent
  • Experience: medior
  • Job Functions:

    Project Management, Logistics

Job summary

The C&E Project Manager position will be based in Geneva, Switzerland and report to the C&E Manager. The position is open-ended and full-time to start as soon as possible.

The incumbent will be responsible for managing and leading complex logistical projects for the IAS/AIDS Conferences. The Project Manager will be responsible for keeping track of budget and making relevant recommendations to the management. He/she may give tasks to the Associate Project Managers and/or interns depending on the scale of the project and needs.

Job description

About the IAS:

The mission of the International AIDS Society (IAS) is to lead collective action on every front of the global HIV response through its membership base, scientific authority, and convening power.

Founded in 1988, the IAS is the world’s largest association of HIV professionals, with members from more than 180 countries working on all fronts of the global AIDS response. Together, we advocate and drive urgent action to reduce the global impact of HIV.

The IAS is the steward of the world’s two most prestigious HIV conferences – the International AIDS Conference and the IAS Conference on HIV Science. These conferences have established a gold-standard meeting that convenes the world’s top scientists, civil society members and policymakers to jointly discuss the fight against HIV.

We promote and invest in HIV advocacy and research on key issue areas through our strategic programmes, initiatives, and campaigns that advocate for urgent action to reduce the global impact of HIV, including increased investment in HIV cure research; optimizing treatment and care for infants, children and adolescents with HIV in resource-limited settings; preventing and treating HIV-related co-infections; and expanding access to prevention, treatment and care for key populations at higher risk for HIV – such as men who have sex with men, people who inject drugs, sex workers and transgender individuals – including protecting their human rights by combatting punitive laws and discriminatory policies.

More information on IAS can be found at www.iasociety.org.

Details of Employment:
The C&E Project Manager position will be based in Geneva, Switzerland and report to the C&E Manager. The position is open-ended and full-time to start as soon as possible.

Purpose of the Position:
The incumbent will be responsible for managing and leading complex logistical projects for the IAS/AIDS Conferences. The Project Manager will be responsible for keeping track of budget and making relevant recommendations to the management. He/she may give tasks to the Associate Project Managers and/or interns depending on the scale of the project and needs.

Main Responsibilities:
The incumbent may manage the following projects:

  • Venue Management – Finalize negotiations of venue contract based on the conditions agreed upon in the bidding process, manage the allocation of space, manage the build-up of the furniture provided by the venue and included in the venue contract, coordinate the operational timeline, be the focal point for the venue

  •  Venue Build-up – Select and contract supplier for additional build-up requirements, manage the supplier in the lead up to the conference and onsite, liaise with IAS departments to make the best use of space within budget limits, order all furniture and material needed and proceed with quality control onsite, manage the conference venue floorplans on AutoCad with the supplier, liaise with relevant authorities to ensure all plans are in accordance with Health and Safety rules, adapt if needed and ensure they are signed off by all parties before the conference
  • Signage – Select and contract supplier, liaise with designer, signage supplier and conference venue, create signage placement plan and determine stage branding requirements, overview artwork creation, ensuring needs are met, coordinate installation of signage onsite
  • Catering – Liaise with venue or – if catering is not exclusive – select and contract a catering supplier to create menus for staff, exhibitors as well as satellite and office holders, plan for different food outlets throughout the conference venue, supervise the preparation of the order forms and the ordering
  • Medical Services – Liaise with the venue or select and liaise with appropriate companies, coordinate and supervise set-up of onsite structure;
  • Cleaning & Waste – Liaise with the venue or select and liaise with appropriate companies; ensure cleaning plan and schedule fits with the conference needs prior and during the conference
  • Accessibility – Ensure the conference is accessible to people with disabilities and – depending on budget - provide services such as Braille printing, sign language interpretation, wheelchairs rental, etc., make sure all information is available online and onsite
  • Transportation - Select and contract supplier for the transportation services, organize the different transportation routes incl. pick up and drop off points, coordinate the overall project onsite.

Perform any additional tasks requested by the C&E Manager.
*Duties are subject to change as the needs of the conference and organization evolve.

Job qualifications

Academic Qualifications:

  • A degree in business, events, hospitality management or project management; or a related field is favorable.

Work Experience:

  • At least 3 to 5 years’ experience in working with conferences, seminars, workshops, meetings, committees or events
  • Project management experience
  • Experience working for international organizations or abroad, a plus
  • Experience working with sponsors and/or high-level partners, a plus.

Skills/Competencies:

  • Attention to detail
  • Ability to work independently and handle many tasks simultaneously
  • Be highly organized and systematic
  • Ability to work efficiently under pressure, meet deadlines and occasionally work overtime
  • Strong communication, cross-cultural and customer service skills
  • Open-minded and a strong teamplayer
  • Thorough computer skills in the Microsoft environment (Windows, Excel, Word, Power Point, Outlook).

Languages:

  • Fluent in English, knowledge of other languages is an asset.

How to Apply:

Interested and qualified candidates should send their CV and a cover letter, in English and by email only, to  recruitment@iasociety.org. The applications will be selected on a rolling basis. Please note that only shortlisted candidates will be contacted.

Only candidates from Switzerland, from an EU/EFTA country or candidates already having a valid Swiss working permit will be considered.

IAS employees are evidence-based, human rights-focused, inclusive and accountable partners in the HIV response. Candidates should display genuine commitment to IAS values (learn more here).

The IAS is committed to recruiting and sustaining a skilled, effective, diverse and genderbalanced secretariat, and to the greater involvement of people living with HIV (GIPA) in all aspects of its work.
People living with or affected by HIV are strongly encouraged to apply.

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