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Organizational Support for Conferences Events
2014-06-05 10:38:32| Space-careers.com Jobs RSS
For our activities in EUMETSAT, we are currently looking for an Organizational Support for Conferences and Events to carry out a wide variety of tasks, predominantly conference organization, but also support in the area of exhibitions and other events, plus some administrative tasks, as detailed in the following sections. The key person will work closely with staff in the CIS Communication and Information Services division, as well as with regular contacts in other divisions e.g. General Service Division. Some interaction with guests, conference participants as well as local suppliers will also be necessary. Tasks Organization of the annual Meteorological Satellite Conference This is organized by EUMETSAT and, usually, a National Meteorological Service in the Member and Cooperating States. The tasks for the Organizational Support for Conferences Events are as follows Support in the procurement of a suitable venue, insofar as this is not suggested by the National Meteorological Service of the host country Support in the selection of a PCO Professional Conference Organizer and management of this agency once contracted Procurement and management of suppliers for the event Contract negotiations agency, venue, suppliers Preparation of conference budget Travelling to venue for onsite inspection and project managing events Coordination of programmatic part of the conference, together with subject matter experts and defined stakeholders Scientific Programme Committee SPC. This includes conference announcements, organization of abstract submission and handling, liaison with the content programme committee and various other tasks Interface to conference sponsors and their handling Preparation and support of the registration process, together with the agency Liaison with presenters and participants and key stakeholders to ensure the smooth running of the programme General liaison with internal publications and graphic design team for conference related material Liaison with invited speakers and related travel arrangements Coordination of PowerPoint presentations Preparation and dispatch of conference material Provision of onsite conference management. Coordination of launch events, exhibitions, conferences and workshops The coordination and organization of other conferences, exhibitions and special events may also be required, including the following Liaison with conference and exhibition venues including contract negotiations Procurement of stand builders and other local services Liaison with internal customers, participants, speakers etc. Liaison with partners and sponsors if required Preparation of event budget and activitytask lists Coordination of stand including liaison with suppliers and design teams Registration, shipment and accommodation handling Event evaluation Any other administrative matters typically attributed to the organization of such events. Procurement of satellite models and exhibition stands As Europes meteorological satellite agency, EUMETSAT receives requests from museums, showrooms and other event locations to display models of its satellites, usually for the duration of an exhibition or show. In addition, EUMETSAT owns a collection of exhibition stands and display panels that are stored with a supplier. Here the Event Assistant will support the procurement and repair of existing satellite models both travelling and onsite varieties as well as exhibition stands and display panels, liaison with contacts requesting a loan of the models, the necessary organization to get the models and stand set up on site and the return, checking and stocktaking of all material. Administration and general handling of the CIS service email All service requests to CIS are registered via a central email address. These need to be tracked and dealt with in a timely manner. Administration and general handling of eventrelated requests The coordination of eventrelated requests includes promotional items which are shared with the PRsupport. Otherwise this refers to coordination of satellite models and exhibition stands and any other relevant activities in the events area. Support in the procurement of promotional items and exhibition material is also required. Travel The key person will be expected to travel mainly in the context of the Meteorological Satellite Conference preliminary visits, site visits, conference itself but also for other events e.g. where the organization for them is shared with a partner organization. In any given year the key person will be involved in the organization of two annual conferences current and future years plus at least two other smaller events. Qualifications and Requirements The key person should have a qualification and general experience in an event planning hospitality management environment. A minimum of five years experience in event and conference organization is mandatory and proven organizational and event handling skills will be expected. The candidate will also have to be flexible, adaptable and quick to learn and will be required to make a relevant contribution from day one. The key person will be required to work in close coordination with the Core Communications Manager to whom heshe will directly report. The selected candidate should demonstrate the following skills. Essential Minimum five years of previous experience in events and conference organisation Selfstarter who can work independently, but who is also at home in a team environment Extremely structured with keen attention to detail and accuracy Ability to multitask and remain calm under pressure Proven project management skills, ensuring that all milestones are kept Strong oral and written communication skills at all levels Common sense approach, maturity and enthusiasm, ie. able to put people at ease and enjoy communicating with many different hierarchical levels and nationalities Language ability fluent in written and spoken English and have a good knowledge of German, in order to be able to communicate with external suppliers. Desirable Experience of working in a scientifictechnical environment is a distinct advantage and knowledge of how nonprofit international organizations work would be beneficial Knowledge of French would be an advantage Experience in the use of Windowsbased standard computer packages including Access is essential. The key person may also need to operate EUMETSATs speciallyconceived online conference tool and therefore needs to be confident in dealing with PCbased applications. Application procedure Important All applicants must hold a current valid work permit for Germany or be EU nationals. If you are interested in this vacancy, and think you have the skills and experience required, please apply by either clicking on, or copying into your browser, the URL below. httpswww.amris.comsercorequirementdisplay.php?refSearchrequirementid53323 If you have any question regarding this position please email space.careersserco.com Position Organizational Support for Conferences Events Reference G014132EUM Application closing date 160714 Start date 010115
Tags: support
events
conferences
organizational
Category:Transportation and Logistics
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