Application Closing Date
Application Closing Date:
Wednesday, 7 October, ****
Location:
Regional, Americas and the Caribbean, with a preference for Mexico
Annual Gross Salary:Â
MXN$ 279,************,******
Context of Role
The role is part of the Corporate Services team within IPPFâs Americas and the Caribbean Regional Office.Â
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 affiliateâs 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 directorâs 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 affiliateâs virtual meetings ensuring participantsâ 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.Â
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 2â3 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).

📌 Events And Administration Officer (Acro) (México)
🏢 Americas & Caribbean Regional Office
📍 México