Conferences project Lead

We are looking for a Conferences project lead! The organisation is committed to supporting the ongoing development of a worldwide professional learning community comprised of internationally minded teachers, school leaders and administrators. To that end the three regions conduct comprehensive annual programmes of professional development designed to help teachers and schools to better understand and deliver the three internal programmes. Professional development plays a key role in the organization’s mission. It is driven by the need to develop, pilot, implement and maintain policies, procedures, programmes and resources targeted at improving the quality of administering, coordinating, teaching and delivering the programmes.

What are your tasks in the role of Conferences project lead?

1. Accountable for the Operations of Conference Logistics & contract management:

• Hotel/Conference Center contracts, other venue contracts, AV / IT contracts, travel management, food & beverage, room rentals, local transport, participant packages are negotiated appropriately and within budget
• Hotel, conference and event venues are booked within the timelines defined in the project plan
• Contracts and vendor dealings are negotiated prior to, during and after the conclusion of events and within budget parameters
• Event expenses are tracked, and analysis provided to management on timely manner
• Records, contracts, agreements and any relevant conference and event information are maintained and kept current
• Financial data is gathered and presented weekly to the Global Conferences Logistics Manager upon request in an accurate and timely fashion
• Prepare detailed budget plan for your region including accurate forecast of spend are submitted on time in line with agreed upon targets
• Report numbers to update budgets, forecast and manage expenditure of approximately $ 1,5 million annually to achieve financial goals within the IB’s annual operating cycle
• Ensure best value and compliance with financial and procurement guidelines for the department
• Budget spend differences are accounted for and well justified
• Departmental spending is in line with the budget and agreed by stakeholders

2. Accountable for the conference planning and delivery:

• Support the strategy on how the department functions are organized, as well as support to define the Conference global processes to increase efficiency, cost effectiveness, and stakeholder satisfaction.
• Scheduling on-site logistical support for conference presenters, VIP attendees, attendees and other staff during conferences and events
• Manage outsourced suppliers before, during and after the global conferences/events
• Manage risk through emergency planning of protocols and procedures together with the Manager and other staff including proper insurance coverage as well as incident reports
• lead staff meetings to review conference planning and outcomes, share any updates that impact daily operations, and allow time for sharing best practices, idea’s, etc.
• Collaborate with other team members in regard to potential activities that will help meet event revenue / margin targets
• Reports are monitored on tracking attendance and decisions (such as capacity utilisation, session cancellations, participant and leader feedback etc.) are made based on the analysis of data
• Play active role in the budgeting process directly with the conferences logistics & delivery manager
• Review event forecast / expense reports on a daily basis to ensure Conference Team is on track for attaining expected margins and alert Global Conferences Logistics Manager of any events that are in danger of not performing on target.

• Contract via our agency
• Temporary role for 6 months (to start with). Start date on negociation
• Fulltime role (40 hours per week), 32 and 36 hours might be possible after negotiations
• Salary depending your experience between 3200 - 4500 gross
• Travel cost 0,19 cents per km (max 60km)

Job Requirements

• Bachelors’ degree required and/or a combination of experience, education and training that would provide the level of knowledge and ability required for the position
• Related experience 7 – 9 years:
• Proven experience in hospitality, conference planning and hotel contracts, or related area of expertise globally; Asia Pacific, Americas and Europe regions
• Certified Meeting Planner (CMP) is preferred
• Significant successful experience in negotiating contracts and dealing with hotels, conference centres, and vendors in executing conferences - strong negotiation skills are required (walk the extra mile) and ability to build win-win partnerships, maintaining highest quality standards against cost effective measures for events with more than 1,400 participants
• Understanding of venue and supplier contracts, procedures and details associated with conference management
• Knowledge of financial management, budgeting and cost control procedures
• Excellent written and oral communication / networking skills
• Organizational and procedural skills - ability to maintain accuracy and provide correct information
• Ability to handle multiple concurrent projects through to completion
• Ability to work in a multi-cultural team including remote reporting
• Ability to work in a global environment
• Excellent negotiation skills; capable to clear verbal and written communication, listening, problem solving and strong decision making
• Must be highly motivated and willing to work in a global team
• Ability to take initiative and manage a wide scope of projects
• Excellent MS Office, Excel and Internet skills
• Excellent communication skills - interpersonal, written and oral
• Ability to make sound, independent decisions, reflecting the high professional standards and expectations of the department and organization
• Excellent organizational skills
• Highly detail-oriented
• Excellent customer service skills
• Self-starter and ability to take initiative
• Self-awareness and eager for continued professional growth
• Flexibility and patience
• Ability to work both independently, and within a team
• Ability to work within a fast-paced environment to meet deadlines, multitask and cope with multiple activities.
• Ability and willingness to travel domestically and internationally
• English fluency required, fluency in Spanish or French desired, any other language valued

The company is a non-profit educational foundation, motivated by its mission, focused on the student. Their three programmes for students aged 3 to 19 help develop the intellectual, personal, emotional and social skills

How does the application process work at Unique?
1. You applied for a vacancy.
2. We view your motivation and CV and determine whether you are suitable for the position.
3. If so, we will call you for a telephone interview.
4. After this we invite you for an interview at our location.
5. For some assignments you also make an online assessment. We will indicate this.
6. If we have seen and spoken to each other, you will start a conversation with the company.
7. We will let you know if you have the job and when you can start.

Any questions, please contact Mickael at Mickael.emeraud@unique.nl

We read all the applications that we receive carefully. But due to the large number of applications that we receive on a daily basis we can only respond to the applications that match our client’s requirements. If you have not received a response from us within 5 working days, you have unfortunately not been selected for this position.
Please note that candidates must imperatively have relevant European working entitlements and be based in The Netherlands.

If you would like your CV to be registered in our database, please sign up on our website on www.unique.nl
In the meantime, you can of course already look for more suitable jobs on our website!