The Events and Administration Officer is part of the Corporate Services team within IPPF's Americas and the Caribbean Regional Office (ACRO). The role provides operational and administrative support to the Regional Office, working closely with colleagues, Member Associations, Partners and external suppliers.
Role purpose: Organise all office events and provide administrative support, from creating purchase orders to arranging travel. The role also supports Senior Management Team meetings and affiliates' meetings.
Key responsibilities:
- Manage logistics of all events organised by the office, including negotiating hotel contracts, calculating per diems and ensuring catering and accommodation needs are met
- Support travel and administrative follow-up on events, and travel organisation for the ACRO senior leadership team
- Provide logistical information to participants from Member Associations and Partners and process travel reimbursement requests in line with IPPF policies
- Provide administrative support to the office, including preparing and facilitating signature of contracts with consultants
- Create purchase orders and reconcile the Regional Director's corporate credit card
- Oversee the relationship with travel agencies to ensure value for money
- Maintain a rolling calendar for the Senior Management Team and minute meetings
- Organise affiliates' virtual meetings
- Process due diligence checks in line with IPPF Safeguarding policies and procedures
- Support the team with internal systems and policy implementation
Essential requirements:
- Bachelor's degree or equivalent in Business Administration, Event/Hospitality Management, Communications, Office Administration or a related field
- Minimum 2-3 years' experience in events/conference logistics and administrative/office support, including travel coordination and supplier management
- Track record of organising events and conferences; excellent organisation, planning and administration skills
- Proficiency with Office 365 (including good Excel skills); knowledge of MailChimp and ERP is advantageous
- Fluent Spanish and strong working English (B2)
- Commitment to safeguarding and to IPPF's values
Location: Regional, Americas and the Caribbean, with a preference for Mexico. Full-time, permanent. Annual gross salary: MXN 279,403 - 377,194.
Application Closing Date: Wednesday, 7 October, 2026
HOW TO APPLY:
Apply online via the IPPF Personio careers portal: https://ippf.jobs.personio.de/job/2800513/apply