JOB DESCRIPTION. FIGO House, Waterloo Court, 10 Theed Street, London, United Kingdom. Budget oversight of approx. 4.5 mln across 3 years

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1 JOB DESCRIPTION Job title Department/ Team Location Main purpose of job Reporting to Budget responsibility Posts that this role manages Organisational relationships Hours / Tenure Job context Major Conference Manager FIGO Secretariat FIGO House, Waterloo Court, 10 Theed Street, London, United Kingdom Organisation, supervision and delivery of the FIGO World Congress, FIGO regional conferences, ad-hoc meetings and maintenance of events calendar Chief Executive Budget oversight of approx. 4.5 mln across 3 years None Chief Executive, Congress Organising Committee, Congress Scientific Committee, Local Organising Committee, Finance team, President, Partnerships Manager, PCO, Member Associations, Convention Bureaux 37.5 hours per week excluding lunch break 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. 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

2 Specific 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 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).

3 The above list of 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 change and develop the job description will be reviewed and be subject to amendment in consultation with the job holder. Name of job holder Signature Date of agreement End

4 PERSON SPECIFICATION Job title: Department/ Team: Conference Manager FIGO Secretariat GENERAL AND PROFESSIONAL EDUCATION Application Interview Degree level qualification (or equivalent work experience in a related area). KNOWLEDGE AND EXPERIENCE Minimum of 5 years of experience working on large scale, international conferences including full logistics and comprehensive budget management Evidence of working directly with conference sponsors Proven ability to work with international event organisers Experience of working with senior academic committees / groups Experience of working within an internationally focused, membership led organisation Desirable Direct experience of organising large scale international medical conferences / events SKILLS, ABILITIES AND ATTRIBUTES Proven ability to work with a diverse and cross-cultural range of stakeholders Confident use of Microsoft Office (Word, PowerPoint and Excel) Excellent interpersonal, writing and communication skills Adept at proactive planning and forward thinking Excellent organisational skills and strong attention to detail Ability to prioritise and manage multiple tasks concurrently Flexible and creative problem solver Excellent marketing and promotional skills Desirable Ability to communicate in a second language would be an advantage ANY OTHER REQUIREMENTS APPLICABLE

5 Ability and willingness to travel internationally (can also be at weekends) 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 ability to work in the UK. End