Conference Manager


Posted: 14/07/2017
Location: London, London
Type: Permanent
Salary: £ 40,000 to 50,000

Conference Manager - London - Permanent - £ 40,000 to 50,000 - Job ref: FIGO1

INTERNATIONAL FEDERATION OF GYNECOLOGY & OBSTETRICS

JOB DESCRIPTION

 

Job title

Salary

Conference Manager
£40-£45k 

Department/ Team

 

International Federation of Gynecology & Obstetrics (FIGO) / Secretariat

Location

 

FIGO House, Waterloo Court, 10 Theed Street, London, United Kingdom

Main purpose of job

Organisation, supervision and delivery of the FIGO World Congress, FIGO regional conferences, ad-hoc meetings and maintenance of events calendar

 

Reporting to

 

Chief Executive

Budget responsibility

 

Budget oversight of approx. £4.5 mln across 3 years

Posts that this role manages

None

Organisational relationships

 

Chief Executive, Congress Organising Committee, Congress Scientific Committee, Local Organising Committee, Finance team, President, Partnerships Manager, PCO, Member Associations, Convention Bureaux

Hours / Tenure

 

37.5 hours per week excluding lunch break

Job context

The International Federation of Gynecology and Obstetrics (FIGO) is the only organisation that brings together professional societies of obstetricians and gynecologists on a global basis. For over 60 years FIGO has collaborated with the world's top health and donor bodies. FIGO currently has Member Societies in 130 countries / territories. FIGO is dedicated to the improvement of women’s health and rights and to the reduction of disparities in healthcare available to women and newborns, as well as to advancing the science and practice of obstetrics and gynecology. The organisation pursues its mission through advocacy, programmatic activities, capacity strengthening of Member Associations, education and training.

 

 

 

 

The role of the Events and Meetings Manager (now Conference Manager) was created by FIGO in 2007 in order to provide direct oversight of the Congress by the FIGO Secretariat and ensure seamless co-operation between the appointed PCO (Professional Conference Organising company) and Congress Organising Committee.

Major responsibilities

 

1.       Overall responsibility of the triennial World Congress of FIGO

2.       Management of the congress destination selection process

3.       Oversight of FIGO’s endorsement of national conferences

4.       Explore new opportunities for regional conferences

5.       Maintenance of the FIGO ‘Events Calendar’

 

Specific responsibilities

 

1.       Overall responsibility of the triennial World Congress of FIGO

·      Ensure key congress milestones are achieved and exceeded

·      Work in partnership with the Chair of the COC

·      Manage PCO tender process

·      Negotiate PCO contract and make recommendations

·      PCO management and supervision

·      Budget management

·     Liaison with various congress committees

·     Co-ordination of promotional strategies

·     Management and supervision of promotional materials

·     Venue and supplier negotiations and management (when required)

·     Co-ordination of site visits

·     Supervision of logistics

·     Provision of regular progress reports for Officers and Executive Board meetings

·     On-site congress management

·      Co-ordination of scientific programme

 

2.       Management of the congress destination selection process

·         Regular review of congress venue requirements

·         Correspondence with societies

·         Correspondence with convention bureaux/tourism boards

·         Management and review of official bids

·         Co-ordination of site visits

·         Reporting

 

3.       Oversight of FIGO’s endorsement of national conferences

·         Review of applications

·         Distribution of guidelines

·         Drafting of agreements

·         Follow up post-event

 

4.       Research and implementation of regional conferences

·         Review of FIGO’s needs and opportunities

·         Destination research

·         Correspondence with societies and convention bureaux/tourism boards

·         PCO liaison

·         Conference oversight and on-site co-ordination

 

5.     Maintenance of the FIGO ‘Events Calendar’

·           Review / collation of annual FIGO events and meetings and events of relevance to the work of FIGO

·           Ensure monthly calendar updates

·           Ensure communication / liaison with FIGO staff

·           Co-ordination of staff attendees in association with line managers / budget holders

 

Generic responsibilities

 

·         To adhere and comply with FIGO Policies and Procedures

·         To contribute to the work of the department and/or team and FIGO

·         To travel to / attend meetings and events (and represent FIGO at external meetings and events if required).

·         The above list of responsibilities does not define or limit the work which you are employed to do and you may be required to do any work within your capability which FIGO requires of you from time to time.

 

N.B: This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the job holder.

 


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Required Skills:

PERSON SPECIFICATION

 

Job title:

 

Conference Manager

Department/ Team:

 

FIGO Secretariat

 

GENERAL AND PROFESSIONAL EDUCATION

Application

Interview

Essential

 

·         Degree level qualification (or equivalent work experience in a related area).

 

ü

 

 

KNOWLEDGE AND EXPERIENCE

 

Essential

 

·       Experience of working on large scale, international conferences including full logistics and comprehensive budget management

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·         Evidence of working  directly with conference sponsors

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·         Proven ability to work with international event organisers

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·         Experience of working with senior academic committees / groups

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·         Experience  of working within an internationally focused, membership led organisation

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Desirable

 

·         Direct experience of organising large scale international medical conferences / events

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SKILLS, ABILITIES AND ATTRIBUTES

 

Essential

 

·         Proven ability to work with a diverse and cross-cultural range of stakeholders

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·         Confident use of Microsoft Office (Word, PowerPoint and Excel)

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·         Excellent interpersonal, writing and communication skills

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·         Adept at proactive planning and forward thinking

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·         Excellent organisational skills and strong attention to detail

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·         Ability to prioritise and manage multiple tasks concurrently

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·         Flexible and creative problem solver

·         Excellent marketing and promotional skills

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Desirable

 

·         Ability to communicate in a second language would be an advantage

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ANY OTHER REQUIREMENTS APPLICABLE

 

Essential

 

·         Ability and willingness to travel internationally (can also be at weekends)

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TO APPLY, PLEASE SUBMIT YOUR CV AND A COVER LETTER INDICATING HOW YOU MEET THE REQUIREMENTS OF THIS ROLE .

Benefits (following successful completion of probation period)

·        Generous life assurance & optional income protection available

·        Up to 10% employer pension contribution available

·        Season ticket loan available

N.B. FIGO is committed to equality and diversity and encourages applications from all sections of the community. The job holder will need to provide evidence of their eligibility to work in the UK.

Interviews will take place w/c 21 August.


Expiry Date: 01/08/2017
Contact name: Sean ODonnell
Contact phone: