Purpose of Job

The Principal, Annual Meetings, Event Management is responsible for sourcing and evaluating Annual Meeting and Regional Forum venues, conceiving and developing venue utilisation proposals with particular focus on conference rooms, technical and logistic specifications and related tender processes, budgeting and management of speakers/moderators, hybrid event production and (logistic and technical) human resources required to deliver the Annual Meeting and Regional Forum Programmes.

The Principal is also responsible for strategically formulating and managing the Annual Meeting event schedule, advising the Annual Meeting Steering Committee, Host Country, Bank client departments and Forum Partners on scheduling solutions to meet the objectives of the Board of Governors Meetings, Business Forum Programme and broader organizational goals.

Accountabilities & Responsibilities

Annual Meeting:

• Attend the Annual Meeting Steering Committee Meetings, taking detailed briefs to ascertain all event requirements and subsequently advise on scheduling options and prepare any required documentation. Advise on how to enhance and refresh the hybrid event programme according to the developed concept and existing infrastructure to engage both in-person and virtual attendees.
• Lead the Annual Meeting Event Management team, providing guidance and ensuring effective communication and collaboration, to ensure the smooth organisational and logistical delivery of the Annual Meeting and Business Forum Programme. Recruitment and training of consultants/staff to form part of the above team.
• Collaboration with cross-functional teams, including Communications, IT, logistics, Registration, Marketing and appointed Event Production and Broadcast supplier to align enhanced event production with event specific requirements, business forum theme and broader organisational goals.
• Implementing event management delivery processes to maintain high production deliverables and standards to ensure seamless execution of event-enhanced elements.
• Develop the venue utilisation concept, with particular focus on event rooms, requiring close working collaboration with the logistics team, Host and appointed suppliers. Propose innovative and creative ideas to improve the event planning and implementation process.
• Together with the AM Technical team, draft conference technology specifications and submit to host authorities for their budget/ procurement process.
• Manage the coordination, preparation and delivery (includes enhanced production assets, interpretation, catering, technical, photography requirements, website events related content, etc. of all events in the Annual Meeting and Business Forum Programme (approximately 40 official events over 3 days and a higher number of additional events such as press briefings, project signings, delegation meeting and functions) involving extensive liaison with internal and external stakeholders and ensuring a smooth implementation of the Meeting.
• Act as the main point of contact for all conference technology suppliers, ensuring that all suppliers are providing the agreed level of service and actively resolving any issues.
• Oversee the coordination of all Business Forum speakers, from initial invitation and registration to logistical preparations and on-site organisation.
• Design the Annual Meeting and Business Forum event schedule, advising the Host and Annual Meeting Steering Committee, internal and external stakeholders on scheduling solutions to meet the overall objectives of the Meeting and individual panel organisers and propose viable solutions for changes to scheduling requirements.
• Participate in preparatory Annual Meeting (AM) missions to AM host countries and potential candidates to provide critical input on choice and utilisation of venues. Produce detailed post mission reports.
• Create, gain acceptance and manage event management and technical budgets, ensuring efficient allocation of resources to achieve the desired production enhancements while adhering to financial constraints. Tracking expenses and managing contracts to ensure cost-effective solutions.
• Conduct post-event evaluations to assess the effectiveness of enhanced production elements. Analyse attendee feedback and data to identify areas for improvement and advise on future hybrid event planning strategies.
• Preparation of the EBRD Board and Executive Committee reports and presentations related to the Annual Meeting, including extensive coordination amongst the various internal counterparts providing input.

Regional Fora:

• Identify external venues for Regional Forum events, working closely with the authorities and the relevant EBRD Resident Office.
• Facilitate the venue utilisation and concept for all events.
• Manage the preparation and delivery of the event, including all associated procurement processes, interpretation, budget, shipping, catering, conference technology, branding/graphics.
• Contract negotiation with, and management of, third party suppliers.
• Post-event evaluation (including budget reconciliation, data entry and analysis and producing reports for event stakeholders).

Other:

• Involvement in the delivery of corporate events at the Bank’s Headquarters on ad-hoc basis.

Knowledge, Skills, Experience & Qualifications

• University degree or higher
• Significant relevant professional experience in organising large scale virtual, hybrid and international events (preferably encompassing governmental as well as private sector dimensions)
• Extensive knowledge of conference technology possibilities, in particular hybrid related technologies
• Strong project management, organisational and budgeting skills, with the ability to oversee multiple tasks simultaneously and handle unexpected challenges and troubleshooting
• Demonstrated skills in coordination with government authorities and external companies at management/Minister level
• Highly effective verbal and written communications in English, including ability to establish good working rapport with a wide range of clients in multi-cultural environments
• Excellent team management abilities, with collaborative and supportive approach
• Knowledge of another EBRD official language or Arabic would be an advantage
• High level of numeracy
• Accuracy and exceptional attention to detail essential
• Ability to multi task, prioritise and retain key information about multiple projects
• Ability to remain calm under pressure, turning work around quickly and accurately within frequent tight deadlines
• Strong political acumen with tact and diplomacy in handling delicate conversations

What is it like to work at the EBRD?

Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people’s lives and help shape the future of the regions we invest in.

The EBRD environment provides you with:

• Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in;
• A working culture that embraces inclusion and celebrates diversity;
• An environment that places sustainability, equality and digital transformation at the heart of what we do.

Diversity is one of the Bank’s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. As an inclusive employer, we promote flexible working and expecting our employee to attend the office 50% of their working time.