Project Manager, Congress and Exhibition, IAS 2025

About the IAS

IAS – the International AIDS Society – convenes, educates and advocates for a world in which HIV no longer presents a threat to public health and individual well-being. After the emergence of HIV and AIDS, concerned scientists created the IAS to bring together experts from across the world and disciplines to promote a concerted HIV response. Today, the IAS and its members unite scientists, policy makers and activists to galvanize the scientific response, build global solidarity and enhance human dignity for all those living with and affected by HIV. The IAS is also the steward of the world’s most prestigious HIV conferences: the International AIDS Conference, the IAS Conference on HIV Science, and the HIV Research for Prevention Conference.

More information on IAS can be found at www.iasociety.org .

Details of employment

You will be based in Geneva. The IAS offers the possibility of working from the legal residence for up to 11 days per month for Swiss-based employees and up to eight days per month for French border-zone employees. The Project manager will report to the Senior Manager, Congress and Exhibition. The position is full-time and a parental leave to start in February 2025 until 31 August 2025.

Purpose of the position

IAS 2025, the 13th IAS Conference on HIV Science, will take place in Kigali, Rwanda from 13 to 17 July 2025, and on-demand (virtual only). An estimated 5,000 participants from around the world will attend IAS 2025, with additional participants attending the conference on-demand (virtual only).

The IAS Conference on HIV Science is the world’s most influential meeting on HIV research and its applications. This biennial conference presents the critical advances in basic, clinical and operational HIV research that move science into policy and practice. Through its open and inclusive programme, the meeting sets the gold standard of HIV science, featuring highly diverse and cutting-edge research.

You will be responsible for managing complex conference logistics projects for IAS 2025. You will manage projects and processes, working independently with supervision of the of the Senior Manager, Congress and Exhibition. Problems faced are sometimes difficult, requiring innovative solutions. You will also be responsible for keeping track of costs and making relevant recommendations to the Senior Manager, Congress and Exhibition.

Main responsibilities 

Coordinating the volunteer project, including

• Assisting in setting up and testing the volunteer management system
• Handling the volunteer selection for instance advertisement, presentations, liaison with universities, schools, communities.
• Collecting the volunteer requirements and breakdown the activities into shifts
• Scheduling the volunteers in accordance with their preferences and the needs of the IAS
• Taking care of the daily email correspondence and social media communication with the volunteers
• Handling the volunteer logistics namely t-shirts, catering, and the volunteer party after the conference
• Organizing the supervisor selection process such as virtual interviews, documents.
• Developing a volunteer handbook and any other volunteer documentation
• Organizing the onsite kick-off meeting and training such as location, set-up, presentation, training documents, organization of training sessions
• Signing in and welcoming the volunteers onsite, including handing out the t-shirts and badges
• Managing, together with the volunteer supervisors, the time schedules, changes, no-shows, and breaks during the conference
• Setting up an evaluation form after the conference
• Preparing a final report after the conference.

Coordinating the transportation project, including

• Selecting and contracting a supplier for the transportation requirements, together with the Senior Manager, Congress and Exhibition.
• Defining the transportation needs, bus routes and timing of the buses in line with the contracted hotels and conference programme
• Liaising with the venue and relevant authorities to ensure safe transportation for the delegates
• Providing reliable cost forecasts and updates
• Liaising with the Resource Mobilization and Development team regarding potential branding opportunities
• Managing the supplier(s) prior to the conference and onsite, including quality control

You will need to perform any additional tasks requested by the Senior Manager, Congress and Exhibition..

Academic qualifications

A degree in business, events or hospitality management, or a related field, or equivalent work experience. A project management certification would be an asset.

Experience

• Minimum of three years’ work experience in the organization of conferences, meetings, or other events
• Project management experience
• Experience with in-person, virtual and hybrid conferences, meetings or events
• Experience working with conference management systems
• Experience working for international organizations or abroad
• Although not essential for this position, the IAS acknowledges the value of the experience of living with HIV and will consider this when evaluating applications.

Skills/competencies

• Good project management skills
• Thorough computer skills in the Windows environment (Windows, Excel, Word, Power Point, Outlook, Teams)
• Quick understanding of new conference management systems
• Knowledge of AutoCAD is an asset
• Ability to work with minimum supervision and to handle tasks simultaneously across Conferences
• Ability to work efficiently under pressure, meet deadlines and occasionally work overtime
• Organized and systematic
• Attention to details
• Strong social, communication, cross-cultural and customer service skills

• Open-minded and a strong team player
• We encourage candidates with transferable skills and diverse experiences to apply, even if they do not meet every listed competency.

Languages

• Strong English language communication skills both written and oral
• Knowledge of other languages is an asset

Work environment

The IAS Secretariat in Geneva is a dynamic and diverse workplace that brings together public health, HIV science, conferencing, programme management and other specialists who all share the IAS vision of a world in which HIV no longer presents a threat to public health and individual well-being. We thrive on an exceptional team spirit, put trust in our colleagues’ professionalism, and value new ideas. The IAS promotes a flexible and collaborative workplace that encourages employees to grow their skills and competencies.

The IAS is committed to ensuring a diverse, equitable and inclusive work environment and to the greater involvement of people living with HIV (GIPA) in all aspects of our work. To help us achieve this, we welcome applications from all qualified candidates who share the IAS values (learn more here ), regardless of their sex, gender identity, sexual orientation, HIV status, race, national origin, cultural or ethnic background, disability, religion, or age.