Events and Administration Officer (ACRO)

INTERNATIONAL PLANNED PARENTHOOD FEDERATION; Ciudad de México; Presencial; MXN 279.000 - 377.000; Jornada completa

Descripción de la vacante

IPPF Americas and the Caribbean Regional Office seeks an Events Logistics and Administrative Support role to help manage regional events in Mexico, coordinate travel, and handle procurement. The role collaborates with colleagues, Member Associations, and external suppliers to ensure smooth operations.

The successful candidate will arrange venue contracts, travel logistics, per diems, and meeting minutes, while ensuring IPPF policies and safeguarding requirements are followed.

Formación

• Experience in events/conference logistics and travel coordination.
• Strong organization, planning, and admin skills.
• Ability to multitask and adapt to changing circumstances.
• Collaborate effectively within teams.
• Proficient with Office 365 and Excel.
• Knowledge of MailChimp and ERP is advantageous.

Responsabilidades

• Organise all office events and conferences for the regional office.
• Create purchase orders and manage supplier contracts.
• Coordinate travel arrangements and per diem calculations.
• Support management meetings and affiliate meetings.
• Process travel reimbursements and ensure policy compliance.
• Maintain rolling calendar and minutes for SMT meetings.
• Oversee relationships with travel agencies for value for money.
• Ensure safeguarding and admin systems are followed.
• Assist with systems and policy implementations as needed.

Conocimientos

Event logistics

Organisation & planning

Team collaboration

Problem solving

Office 365 & Excel

Educación

Bachelor's degree

Herramientas

MailChimp

ERP

Descripción del empleo

Application Closing Date

Application Closing Date: Wednesday, 7 October, 2026 Location: Regional, Americas and the Caribbean, with a preference for Mexico Annual Gross Salary: MXN$ 279,403.00 - 377,194.00

Context of Role

The role is part of the Corporate Services team within IPPF’s Americas and the Caribbean Regional Office. It provides operational and administrative support to the Regional Office, working closely with colleagues, Member Associations, Partners and external suppliers.

Role Purpose

This role will work across the Regional Office, organising all the office events and providing administrative support, from creating purchase orders to ensuring travel arrangements. The role also supports Senior Management Team meetings and affiliate’s meetings.

Deliverables

• Manage the logistics of all events organised by the office, including negotiating contracts with hotels calculating per diems and ensuring catering and accommodation needs are fulfilled
• Support in travel and administrative follow ups on events
• Support travel organisation for senior leadership team of ACRO
• Provide logistic information to participants from Member Associations and Partners and processing travel reimbursement requests, in line with IPPF policies and procedures
• Provide administrative support to the office, including facilitating the signature and preparation of specific contracts with consultants.
• Create purchase orders for processing.
• Reconciliation of the Regional director’s corporate credit card
• Oversee the relationship with travel agencies to ensure value for money and the following of relevant IPPF policies and procedures.
• Make sure the Senior Management Team has a rolling calendar and meetings are minuted.
• Manage the organization of affiliate’s virtual meetings ensuring participants’ time are booked and minutes with documentation are circulate
• Process due diligence checks as requested and in line with IPPF Safeguarding policies and procedures
• Support and enable a safe environment, adhering to the safeguarding reporting and monitoring requirements of this role.
• Support all the team with the internal systems if it requires and policies implementations.

Essential Skills

• Track record of organising events and conferences, including coordinating travel.
• Excellent organisation, planning and administration skills to ensure consistency with the ability to multi-task and adapt to changing circumstances.
• Collaborate with others to achieve team goals and build professional effective working relationships.
• Good problem-solving skills with a track record of raising issues in a constructive way.
• Demonstrate proficiency with Office 365 (including good Excel skills)
• Knowledge of MailChimp and ERP is advantageous

Person Specification

• Education / Formation (Essential): Bachelor's degree or equivalent in Business Administration, Event/Hospitality Management, Communications, Office Administration or related field.
• Experience (Essential): Minimum 2–3 years' relevant experience in events/conference logistics and administrative/office support, including coordinating travel and managing supplier relationships (hotels, travel agencies).
• Language (Essential): Fluent Spanish and strong working English (B2).