Switzerland: Associate Conference & Exhibition Project Manager

About the IAS:

Founded in 1988, the International AIDS Society (IAS) is the world's largest association of HIV professionals, with members from more than 180 countries. IAS members work on all fronts of the global response to AIDS, and include researchers, clinicians, policy and programme planners and public health and community practitioners on the frontlines of the epidemic.

The IAS organizes the world’s two most prestigious HIV conferences, each convened biennially in alternating years. The International AIDS Conference is the largest conference on any global health or development issue, and provides a unique forum for the intersection of science and advocacy. The IAS Conference on HIV Science brings together a broad cross section of HIV professionals and features the latest HIV science, with a focus on implementation – moving scientific advances into practice.

In addition, the IAS advocates 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 Associate 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 in February 2018.

Purpose of the Position:

The incumbent will be responsible for assisting the Congress & Exhibition (C&E) department with the logistics/organization of the IAS/AIDS Conferences. He or she will work closely with a C&E Project Manager for each of the below listed projects as needed and requested by the C&E Manager.

Main Responsibilities:

The incumbent may manage and assist with the following projects:

• AV- manage the overall AV project, including managing the supplier selection process, negotiating and contracting, specifications and process definitions, concepts and AV related floorplans, onsite management
• Satellites- work closely with the satellite project manager to assist in the overall satellite application and coordination process, handle daily queries via the satellites inbox, function as the liaison between the satellite holder and the selected suppliers (build-up, AV, hostesses, etc.), be the point person for satellite holders onsite
• IAS Satellites and Exhibition Tracker (ISET)- set up, test and manage theexhibition and satellite online ordering and tracking system (ISET), including working with the ICT department for the system set up, monitoring the orders, checking the invoices, liaising with the IAS finance department, and corresponding with satellite holders and exhibitors (including managing associated mailboxes), amongst other things. Additional tasks may be requested by the exhibition project manager in line with the planning of the exhibition
• Registration- work closely with the registration, exhibition and satellite project managers to assist with the exhibitor, satellite, supplier and IAS registrations.

Perform any additional tasks requested by the C&E Manager.

*Duties are subject to change as the needs of the conference and organization evolve.

Academic Qualifications:

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

Work Experience:

• At least 2 years’ experience in working with conferences, seminars, workshops, meetings, committees or events
• Experience with AV projects in the conference or events industry
• Experience working with event management or ordering systems
• Experience working with sponsors and/or high-level partners, a plus
• Experience working for international organizations or abroad, a plus.

Skills/Competencies:

• Strong technical savvy
• Advanced computer skills in the Windows environment (Excel, Word, Power Point, Outlook)
• Attention to detail
• Be organized and systematic
• Ability to work independently and handle many tasks simultaneously
• Ability to work efficiently under pressure, meet deadlines and occasionally work overtime
• Excellent communication and customer service skills
• Open-minded and a good team player.

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, torecruitment@iasociety.orgby Tuesday 9 January 2018. The interviews will take place as of 11 January 2018. 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 gender-balanced secretariat, and to the greater involvement of people living with HIV (GIPA) in all aspects of its work. People living with HIV are strongly encouraged to apply.