ICAO: Events Operations Coordinator – Montreal

THE ORGANIZATIONAL SETTING

The International Civil Aviation Organization (ICAO), a United Nations specialised agency, sets international Standards and Recommended Practices (SARPs) for aviation safety, air navigation, security, and environmental protection. ICAO is a knowledge-based organization engaged in developing intellectual property. The Revenue and Product Management (RPM) Section is part of the Capacity Development and Implementation (CDI) Bureau, focusing on revenue-generating activities, including events, training, publications, periodicals, databases, websites, and printing. These activities support ICAO’s Strategic Objectives and related Programme Support.

The Business Development Unit (BDU) within RPM is a driver for revenue generation for ICAO and is responsible for the planning, coordination, and delivery of ICAO revenue-generating events, products, and services. These include conferences, symposia, workshops, and related initiatives supporting ICAO’s strategic objectives.

As part of the ICAO centralized event team, and under the guidance of the Head of BDU, the Events Operations Coordinator is responsible for ensuring the smooth operational delivery of ICAO’s events, both at Headquarters and in the field. The incumbent coordinates the implementation of Standard Operating Procedures (SOPs) and supports administrative and contractual processes essential to event execution. The incumbent also ensures effective coordination and information flow among internal and external stakeholders involved in event operations. Flexibility working on weekends and evenings in a staggered work week is required for this position.

The Events Operations Coordinator works in collaboration with bureau staff to provide/exchange information and resolve operational issues concerning events. The incumbent provides support to the Business Development Unit, in particular to the Event Operation Manager, working as part of the operations support team, and constant interaction with other RPM and CDI staff.

MAJOR DUTIES AND RESPONSIBILITIES

Function1 (incl. Expected results)

Provide venue and logistics support to the Event Operation Manager for revenue generating events, undertaking tasks such as:

Support on the management of event plans, timelines and checklists in accordance with established Standard Operating Procedures (SoPs);

Ensure project plans are executed on time and within budget in collaboration with the Event Operation Manager;

Support overseeing and managing third-party suppliers onsite, as required;

Assist in the development of contingency plans for emergencies;

Overseeing the integration of marketing to the sales team for event collaboration;

In collaboration with the Events Support Coordinator, manage the ICAO Events Calendar providing latest information of events.

Function 2 (incl. Expected results)

Coordinates, monitors, and maintains Standard Operating Procedures (SoPs) for revenue generating events, undertaking tasks such as:

Administer and maintain Standard Operating Procedures (SOPs) and event checklists to ensure consistency and compliance in event delivery.

Monitor the implementation of established procedures, identify process gaps, and recommend improvements.

Ensure all operational aspects of events align with ICAO’s event delivery standards and organizational objectives.

Function 3 (incl. Expected results)

Implements administrative coordination and contract management, undertaking tasks such as:

Ensure compliance with administrative and contractual support elements related to events, including Memoranda of Understanding (MoUs), partnership arrangements, supplier contracts, and Long-Term Agreements (LTAs) with the Events Operations Manager and the Senior Events Administrative Associate.

Ensure compliance with ICAO procurement and financial rules, when applying elements of agreements and contracts.

Reconcile financial contractual elements by reporting delivery of products and services for an event. Maintain accurate records and tracking tools for all contractual and partnership-related documentation.

Function 4 (incl. Expected results)

Coordinates and reports stakeholder information, undertaking tasks such as:

Support the event project and operations teams by maintaining up-to-date operational documentation and schedules.

Ensure timely and accurate communication and information sharing among stakeholders in sales and marketing, technical bureaus, senior management, and external exhibitors and sponsors.

Prepare operational summaries, reports, and updates for internal and external distribution to ensure alignment and transparency in event delivery.

Function 5 (incl. Expected results)

Other related duties

Provide administrative support and logistical support to other event-related activities within the BDU team and the RPM Section as required.

Perform any other duties as assigned by the Supervisor or the Head, BDU.

QUALIFICATIONS AND EXPERIENCE

Educational background

Essential

College of General and Vocational Education (CEGEP) diploma or equivalent is required.

Desirable

Supplementary training in office administration, business management, or event coordination.

Professional experience and Knowledge

Essential

A minimum of six (6) years of progressively responsible experience in event operations, administrative coordination, or project support roles, preferably within an international organization or public-sector environment.

Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint.

Experience as a problem-solver in a fast-paced, multicultural, and dynamic environment.

Manage multiple tasks and deadlines.

Desirable

Experience with contract administration and coordination of standard operating procedures or standardized processes.

Familiarity with UN administrative, procurement, and financial frameworks.

Tech- savvy, ability to navigate in a digital environment.

Language Skill

Essential

Fluent reading, writing and speaking abilities in English.

Desirable

A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).

CONDITIONS OF EMPLOYMENT

This ongoing consultancy is structured on an annual renewal basis, subject to performance and budget availability. As a consultant, this position does not include paid vacation/holiday days, insurance, or pension benefits. Consultants will not be paid for vacation days, sick days and national holidays.

Compensation is provided at a monthly rate (Band A) ranging from CAD 3,991 to CAD 5,172. The consultant is expected to work on a full-time basis and will be required to work on-site at ICAO Headquarters in the Montreal office 5 days a week. Occasional weekend and evening work may be required to support conferences and events. Employment income from UN agencies is tax exempt in Canada.

Interested candidates must complete an on-line application and include their portfolio or website link in the application.

HOW TO APPLY

Interested candidates must complete an on-line application form. To apply, please visit ICAO”s e-Recruitment website at: ICAO Career Website

NOTICE TO CANDIDATES

ICAO does NOT charge any fees or request money from candidates at any stage of the selection process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.