International Road Federation is looking for an Events Manager (Consultant)

Engagement: Consultancy contract, 70 - 80% of full time

Duration: Mid-August - Mid December 2026, with possibility for extension

Location: Remote-friendly; travel to Geneva for occasional site visits and full-time on-site presence during the conference week (16 - 18 November 2026). Residence in Geneva is not required .

Languages: Fluent French required; excellent English essential

Application deadline: 31 July 2026 - recruitment on a rolling basis

About the role

The International Road Federation (IRF) will hold its 2026 Annual Conference in Geneva on 16 -18 November 2026. We are looking for an experienced events professional to take over the events management responsibilities for this flagship event: registrations, delegate services, speaker logistics, budget and invoicing, hotel and AV coordination and on-site delivery, working closely with a small, hands-on Secretariat team. You will also support the delivery of other IRF events and webinars as needed.

You will report to the IRF Director General and the Head of Advocacy and Outreach and work day-to-day with the IRF conference team.

Key responsibilities

• Registration management: monitor registrations and produce regular reports; manage delegate communications, reminders and confirmations.
• Delegate services: issue visa support letters and coordinate follow-up; collect dietary requirements and forward them to the hotel; organise speaker bios and photos for communication purposes.
• Speaker coordination: send reminders and manage logistical communication with speakers and moderators.
• Finance: create and send invoices, track transactions and approvals and maintain and update the conference budget.
• Venue and suppliers: manage room bookings and function-space arrangements with the hotel; coordinate audio-visual requirements and suppliers.
• Exhibition and branding: support exhibition logistics and confirmations; coordinate with the IRF Head of Membership and Partnerships on sponsor and exhibitor branding, signage and printed materials.
• On-site management: manage set-up day and on-site operations during the conference (registration desk, rooms, AV, catering liaison).
• Close-out: post-event financial reconciliation, final budget report, certificates and attendance follow-up as needed and a short lessons-learned note.

Deliverables

• Weekly registration and budget status reports.

• Up-to-date invoicing and transaction records.

• A conference operations plan (rooms, AV, staffing, run-of-show logistics) at least four weeks before the conference.

• On-site delivery of the conference.

• Post-event report with final budget report by 30 November 2026.

Required qualifications and experience

• At least 5 years' experience managing international conferences or events of comparable scale (300+ participants), ideally for associations, NGOs or international organisations.
• Fluent French (required) and excellent English.
• Proven experience with event registration tools and reporting (e.g. JotForm or similar platforms).
• Strong budget management skills: invoicing, payment tracking and reconciliation.
• Experience coordinating hotels/venues, AV providers and exhibitions.
• Available from mid-August 2026 at 70 -80% capacity, able to travel to Geneva for occasional site visits and to be on-site full-time for the conference week.
• Autonomous, detail-oriented and comfortable working remotely with a distributed team.

How to apply

Apply to this position via this form by 31 July 2026. Applications are reviewed on a rolling basis; only shortlisted candidates will be contacted for interviews.

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