Operations Manager – Global Convening and Events

BACKGROUND:

IUCN has created a Global Convenings and Events Unit, tasked with organizing the quadrennial IUCN World Conservation Congress as well as annual flagship events, and with supporting other key events internally. These will range from large-scale events, focusing on in-person experience, to fully virtual events. The events fall into 3 broad categories:

1. The IUCN World Conservation Congress Every 4 years, the World Conservation Congress brings together the IUCN Members for the Members’ Assembly and a Forum and may be complemented by a large exhibition. The entire Congress is designed as a sustainable and gender-responsive event, and is currently the most widely know among IUCN’s externally-facing events. The next Congress will take place in 2025.
2. Annual Fora IUCN is initiating an annual meeting which will complement the 4-year cycle of the World Conservation Congress with more regular inputs into the international agenda. These meetings will be hosted by different host countries or institutions from the Congress itself. They aim to provide cutting edge information and action relevant to the world’s pressing nature and climate issues.
3. IUCN global events IUCN is a credible and powerful global convener. The Union organizes multiple events with varying frequencies and scales. The Global Convenings and Events Unit is responsible for providing both content and logistical support, as well as marketing and outreach capacity to organizers, at a level of service to be agreed upon with the main organizing entities. The Unit liaises with many stakeholders, both in the Secretariat and in the Union’s components such as Commissions and Members. The Operations manager is expected to work closely with all of them, coordinating operations for the various categories of events listed above.

MAJOR RESPONSIBILITIES: The Operations Manager will report to the Head of the Global Convenings and Events Unit at IUCN Headquarters. S/he will be responsible for coordinating all operational aspects of our global events, in close collaboration with the staff members in charge of content and programming, logistics, systems, and communications.

SPECIFIC DUTIES: The Operations Manager oversees and guides the design, planning, and development of IUCN’s externally-facing events to achieve the outcomes assigned by the Director general and by the Head of the Global convenings and events unit. She/he is responsible for:

Event operations: planning, monitoring and delivery

• Designing and executing the development and/or contracting of IT and knowledge management systems that help the Secretariat to manage processes in a more efficient way;
• Coordinating the selection process for global event hosts, including contributing to the negotiation of robust hosting agreements with the candidate countries to minimize risks for IUCN and developing a sound bidding process for the World Conservation Congress;
• Identifying risks and related mitigation measures, implement risk responses and monitor and address gaps as necessary;
• Managing and/or supervising the handling of tender processes for all contracted services and ensuring that sustainability criteria are considered in the selection of services and equipment;
• Ensuring that event preparations by the host country proceed as per the hosting agreement;
• Overseeing and coordinating the work for communications, Logistics, and support services for successful delivery of events;
• Ensuring that systems and logistics are in place for the Members’Assembly (e.g voting systems);
• Ensure that events are organised in line with highest sustainability guidelines applicable to the destination and that IUCN policies are abided by (including with proper tracking of KPIs);
• Coordinating the smooth running of the onsite and/or virtual programme and logistics;
• Ensure adequate management of any crisis or unforeseen events;
• Review and adjust the scope of the Congress after each event to ensure that lessons learnt are integrated in next edition;
• Preparing meetings and site visits linked to event planning and participating in said meetings or visits;
• Keeping abreast of latest trends in the event industry to adapt plans, design and technologies in order to maximize experience for the participants.

Unit operations: budget, work-plan, and staff management

• Monitoring the unit’s budget (up to 25m CHF) including related cash flow management which entails financial reporting on funds provided by donors, sponsors and/or host countries;
• Helping develop and managing the Unit’s work plan, in line with annual objectives set by senior management, and ensuring that consultants or providers are contracted in time to deliver all work plan elements;
• Supervising direct reports and monitoring their performance;
• Ensuring that IUCN Committees are adequately supported, especially regarding the statutory quadrennial World Conservation Congress;
• Ensuring that evaluations are carried out and that actions addressing recommendations are implemented;
• Coordinating the evaluation and ensuring adequate post-event follow-up.
• Assisting the Head of Unit in interactions with other Secretariat entities to ensure that their requirements are being properly met;
• Providing support to the Head of Unit in other areas as necessary.

REQUIREMENTS:

• 10+ years of working experience, ideally in planning and managing events, preferably with international associations or organizations;
• Excellent project and time management skills;
• Strong negotiation, analytical and financial skills with the ability to manage and optimize complex budgets;
• Proven experience in event operations management for large events;
• Track-record of successful staff management (direct reports) and contractual management (providers, consultants, …);
• In-depth knowledge of event-related IT software and platforms, including mobile apps, room-booking systems, programming and scheduling, etc.;
• Ability to work well under pressure, to handle a large number of tasks simultaneously and prioritize efficiently;
• Team player with “can-do” attitude and ability to build effective relationships with people at all levels and in all business areas.
• Disciplined and organized work approach with strong attention to detail;
• Demonstrated attention to detail.
• Ability to anticipate risks and to identify and deliver workable solutions.
• Willingness to travel internationally on a regular basis (5 – 15 days per year on average);
• High fluency in both spoken and written English. Fluency in Spanish and/or French is a plus.