Event Planning and Administration Consultant

Organization Profile 
Every year, millions of people around the world go missing as a result of conflict, human rights abuses, disasters, organized crime, irregular migration, and other causes. This is a complex global challenge that can be tackled effectively through cross-cutting programs that address a variety of difficult, interconnected issues.

The International Commission on Missing Persons (ICMP) is the only international organization tasked exclusively to work on the issue of missing persons. It works with governments and other stakeholders, including families of the missing, to help them develop and maintain successful missing persons processes.

Consultancy Background  
Support the implementation of policy meetings including Middle East and North Africa (MENA) Regional Expert Meeting on Missing Persons which will be implemented in coordination with Iraq Ministry of Foreign Affairs. The meeting aims to foster cross-border cooperation among MENA countries by facilitating the exchange of experiences, best practices, and technical expertise to address the critical issue of missing persons. The meeting seeks to advance collaboration, improve national efforts to account for missing persons, and promote peace and stability across the region.

Under the overall guidance and supervision of the Head of Mission (Iraq Program), and in close consultation with the Program Officer (Legal and Policy), the Event Planning and Administration Consultant’s duties and responsibilities will include, but will not necessarily be limited to, the following:  

• Support administrative tasks for meetings, including preparation a high volume of individualized invitations across different categories, along with agendas and printed materials for the regional expert meeting and upcoming policy meetings throughout 2025.
• Support in preparing logistical requirements for policy meetings and workshops such as venue, accommodation, flights, translation services, and required technology to facilitate both virtual and in-person participation of stakeholders and ICMP staff.
• Documentation: Delivery of Notes to File (NTFs), activity reports, and follow-up actions to document bilateral meetings and policy initiatives.
• Other related duties as assigned.

Mandatory Requirements

• Bachelor's degree in Business Administration, Event Management or related field or equivalent experience. 
• At least five years of progressively responsible experience in event planning and general administrative functions or related areas at an international organization.
  
• Experience providing administrative support across multiple projects, ensuring timely preparation of materials and effective coordination of activities.
  
• Experience in preparing, maintaining, and organizing records, reports, and other documentation to support program activities and initiatives.
  
• Experience in coordinating logistical requirements for meetings, events, and workshops, including collaboration with internal teams to ensure smooth execution.
• Mandatory professional fluency in both written and spoken Arabic and English.   
• Knowledge of administrative policies and procedures.
• Previous experience supporting field-based teams.
• Attentional to detail and the ability to work under deadlines.
• Proficiency in Microsoft applications, including Word, Excel, and Power Point.
• Proven ability to interact positively with colleagues regardless of culture, nationality or gender.
• Commitment to the underlying objective of helping the authorities and families of the missing to account for missing persons in an impartial and transparent manner.

PLEASE NOTE: All applications must be submitted in English. Review of applications will begin on 7 April; ICMP will contact you directly about relevant opportunities.   

Compensation The contract terms can be up to 31 December 2025. Payment will be made on actual work performed which will be on an ad hoc and irregular basis. ICMP cannot guarantee a minimum number of days per month. Remuneration is commensurate with experience. In the case of travel, ICMP provides medical evacuation and travel insurance. The consultant is required to provide their own health, life and accident insurance.   

Expected start date: ASAP 

VN Closing Date: 6 April 2025  

ICMP is committed to maintaining an environment of mutual respect, where equal employment opportunities are available to all applicants. ICMP believes that diversity and inclusion among our staff are critical to our success as a global organization, and we seek to recruit, develop and retain the most talented individuals from a thoroughly diverse range of candidates. ICMP is proud to be part of the International Gender Champions network.  

ICMP may cancel this recruitment without notice or may decide to offer a position with different duties and/or contract length.  

Please note that the appointment may be made at a lower grade based on the qualifications and professional experience of the selected applicant.