Regional Events & Admin Coordinator

International Planned Parenthood Federation (IPPF); México; Presencial; MXN 279.000 - 377.000; Jornada completa

Descripción de la vacante

IPPF's Americas and the Caribbean Regional Office is seeking an experienced Events and Administration Coordinator to organise all office events and provide administrative support, from creating purchase orders to arranging travel.

You will support Senior Management meetings and affiliate meetings, manage vendor contracts, travel reimbursements, and maintain a rolling calendar and minutes, while upholding IPPF safeguarding policies.

Formación

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

Responsabilidades

• 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 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 process 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.
• Reconcile the Regional director’s corporate credit card.
• Oversee the relationship with travel agencies to ensure value for money and compliance with IPPF policies.
• Ensure the Senior Management Team has a rolling calendar and meetings are minuted.
• Organise affiliate’s virtual meetings with booked times and circulated minutes and documentation.
• Process due diligence checks as requested per IPPF Safeguarding policies.
• Support and enable a safe environment, adhering to safeguarding reporting requirements.
• Assist the team with internal systems and policy implementations.

Conocimientos

Event management

Organizational skills

Team collaboration

Problem solving

Office 365

Excel

MailChimp

ERP

Educación

Bachelor's degree

Descripción del empleo

IPPF's Americas and the Caribbean Regional Office is seeking an experienced Events and Administration Coordinator to organise all office events and provide administrative support, from creating purchase orders to arranging travel.

You will support Senior Management meetings and affiliate meetings, manage vendor contracts, travel reimbursements, and maintain a rolling calendar and minutes, while upholding IPPF safeguarding policies.