ICAO: Events Support 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.

Under the supervision of the Senior Events Administrative Associate, the incumbent will provide administrative and operational support to ensure the effective implementation of revenue-generating events and related activities.

MAJOR DUTIES AND RESPONSIBILITIES

Function1 (incl. Expected results)

Coordinates administrative work and provides support for events, undertaking tasks such as:

Coordinate all administrative aspects of event planning and implementation, including participant communications, for ICAO revenue-generating events.

Provide administrative support at the project level in order to ensure proper coordination of the event including communicating with the Office of the Secretary General, Bureau Directors and Deputy Directors through the front Office of CDI.

Coordinate, plan and facilitate meetings as required.

Support the development, maintenance, and implementation of standard operating procedures (SOPs) for event management.

Monitor timelines and ensure compliance with established procedures and internal controls.

Manage the ICAO Events Calendar tool by continuously and proactively engaging stakeholders globally to ensure accurate and up-to-date information.

Maintain and update of procurement contracts including long-term agreements for the provision of several services required for ICAO events.

Generate reports and analytics to support revenue tracking and outreach efforts (CRM database for sales and finance).

Function 2 (incl. Expected results)

Registration, Validation, and Credentials Management

Process event registrations, including validation of participant information using established standard operating procedures.

Review and verify eligibility criteria and payment confirmations, including tracking of registration revenues.

Coordinate the issuance of event credentials and maintain accurate registration records.

Provide support to participants regarding registration inquiries.

Function 3 (incl. Expected results)

Website, Applications, and Supplier Coordination

Set up and maintain event webpages and registration platforms in coordination with internal stakeholders.

Configure and manage event applications and digital tools as required.

Liaise with external suppliers and service providers to ensure timely delivery of services.

Monitor vendor performance and ensure alignment with contractual requirements.

Function 4 (incl. Expected results)

Manages the correspondence and documentation of the Unit, undertaking tasks such as:

Manage all outbound communications pertaining to events with stakeholders such as Member States, international organizations, speakers, moderators, etc.

Maintain BDU electronic files and ensure correspondence and BDU documentation of events (reports, contracts, presentations, etc.) are classified, filed and stored electronically for retrieval purposes

Utilize digital tools and collaboration platforms to streamline workflows, document management, and internal coordination.

Identify and propose process improvements to enhance efficiency, accountability, and service quality.

Draft documentation including letters, memoranda, reports, e-mails, mission reports, etc. often of a confidential or urgent nature.

Arrange documents for translation with a mark-up for electronic submission (gDoc 2.0), coordinating with language sections and the ICAO Document Management Office (DMO) in order to meet deadlines.

Function 5 (incl. Expected results)

Complete all organizational mandatory training during the time of service.

Performs other related 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

Minimum of four (4) years of progressively responsible experience in administrative support and event coordination roles, preferably within an international organization or public-sector environment.

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

Ability to draft clear administrative documentation and correspondence.

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

Manage multiple tasks and deadlines, with a passion for events administration.

Desirable

Experience in CRM systems and database management.

Experience working with online registration systems and event platforms.

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.