Project Manager, Congress and Exhibition AIDS 2024

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 Project Manager, 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 position will report to the Senior Manager, Congress and Exhibition. The position is full-time and short-term at interim to start as soon as possible

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 incumbent will support the Congress and Exhibition department with a focus on the venue management, build up, freight forwarding and the accommodation projects for AIDS 2024. The incumbent will work closely with Congress and Exhibition team members.

Main Responsibilities

• Venue Management – Overall venue management, including floorplan approval processes, definition of the needs per area, venue build up, cleaning and waste, cost forecasts and updates, coordinating the operational timeline, onsite management;
• Build-up – Manage the selected build up supplier, including specifications for the conference areas, ordering furniture and material, floorplans, cost forecasts and updates, supervising the build up and quality control onsite;
• Official freight forwarder – Select and contract the official freight forwarder, be the focal point and coordinate all required processes and timelines;
• Accommodation – Manage the accommodation project, including monitoring the accommodation booking form and interface, overseeing the allotment, regularly corresponding with the accommodation supplier, coordinating specific accommodation requests, coordinating the IAS staff and groups accommodation, checking the commission report, arranging the onsite accommodation desk. The accommodation project may also include preparations for the upcoming conferences.

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 3-5 years’ experience in working with conferences, meetings 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
• 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

• Advanced project management skills
• 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 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.