Associate Project Managers, Congress and Exhibition AIDS 2024 (two positions)

About the IAS

IAS – the International AIDS Society – convenes, educates and advocates for a world in which HIV no longer presents a threat to public health and individual well-being. After the emergence of HIV and AIDS, concerned scientists created the IAS to bring together experts from across the world and disciplines to promote a concerted HIV response. Today, the IAS and its members unite scientists, policy makers and activists to galvanize the scientific response, build global solidarity and enhance human dignity for all those living with and affected by HIV. The IAS is also the steward of the world’s most prestigious HIV conferences: the International AIDS Conference, the IAS Conference on HIV Science, and the HIV Research for Prevention Conference.

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

Details of Employment

The Associate Project Managers, Congress and Exhibition will be based in Geneva, Switzerland. The IAS offers the possibility of working from the legal residence for up to 11 days per month for Swiss-based employees and up to eight days per month for French border-zone employees. The positions will report to a Congress and Exhibition Project Manager. The positions are full-time and short-term. The first position will start as of February until 15 August 2024 and the second position will start as of April until 15 August 2024.

Purpose of the Position

AIDS 2024, the 25th International AIDS Conference, will take place in Munich, Germany, and virtually from 22 to 26 July 2024. An estimated 15,000 participants from around the world will attend AIDS 2024, and the great majority will do so in person. AIDS 2024 will convene thousands of people living with, affected by and working on HIV to share knowledge, best practices and lessons learnt from the HIV response over the past 40 years, as well as from the responses to COVID-19, mpox and other public health threats. AIDS 2024 in Munich, Germany, and virtually will provide a powerful platform to strategically align around a unified and equitable response to the pandemic. It will signal to the world that the HIV response is united behind an evidence-based approach that puts people first.

The incumbents will support the Congress and Exhibition department with a focus on the satellite and pre-conference projects for AIDS 2024. The incumbents will work closely with a Congress and Exhibition Project Manager.

Main Responsibilities

• Satellites and pre-conferences – Assist with the overall ordering process, including monitoring the online ordering system , handling daily queries via the inboxes, coordinating additional orders with the selected suppliers, assisting with content checks within the different systems/tools used for the overall conference programme content, assisting with any virtual requirement, assisting with drafting manuals, other guidelines and templates, being point person for satellite and pre-conference holders prior to the conference and during the conference for in-person and virtual satellites.
• Perform any additional tasks requested by the Senior Manager, Congress and Exhibition.

Academic Qualifications

• A degree in business, events or hospitality management, or a related field is favourable. A project management certification would be an asset.

Experience

• At least 2-3 years’ experience in working with conferences, seminars, workshops, meetings, committees or events both in-person and virtual
• Experience working with event management or ordering systems
• Experience working with sponsors and/or high-level partners, a plus
• Experience working in an international context an advantage
• Although not essential for this position, the IAS acknowledges the value of the experience of living with HIV and will consider this when evaluating applications.

Skills/Competencies

• Technical savvy, strong computer skills in the Windows environment, MS Office suite and quick understanding of new software / system functioning
• Ability to work independently and an aptitude for multi-tasking
• Organized, systematic and attention to detail
• Open-minded and a strong team player
• Excellent social, communication and customer service skills
• Ability to work efficiently under pressure, meet deadlines and occasionally work overtime.

Languages

• Excellent written and oral English language communication skills, knowledge of other languages is an asset.

Work Environment

The IAS provides generous benefits that include, for example, an enhanced pension and social security package, an annual leave entitlement above the legal requirement, annual allowances for professional development and health promotion, flexible working hours, and the possibility to work up to 50% from home.

Work Environment

The IAS Secretariat in Geneva is a dynamic and diverse workplace that brings together public health, HIV science, conferencing, programme management and other specialists who all share the IAS vision of a world in which HIV no longer presents a threat to public health and individual well-being. We thrive on an exceptional team spirit, put trust in our colleagues’ professionalism, and value new ideas. The IAS promotes a flexible and collaborative workplace that encourages employees to grow their skills and competencies.

The IAS is committed to ensuring a diverse, equitable and inclusive work environment and to the greater involvement of people living with HIV (GIPA) in all aspects of our work. To help us achieve this, we welcome applications from all qualified candidates who share the IAS values (learn more here), regardless of their sex, gender identity, sexual orientation, HIV status, race, national origin, cultural or ethnic background, disability, religion, or age.