Consultant – Museum, Events and Outreach Programme Coordinator

THE ORGANIZATIONAL SETTING

The International Civil Aviation Organization (ICAO), a United Nations specialised agency, sets international Standards and Recommended Practices (SARPs) for aviation safety, air navigation, security, and environmental protection. ICAO is a knowledge-based organization engaged in developing intellectual property. The Revenue and Product Management (RPM) Section is part of the Capacity Development and Implementation (CDI) Bureau, focusing on revenue-generating activities, including events, training, publications, periodicals, databases, websites, and printing. These activities support ICAO’s Strategic Objectives and related Programme Support. Through its museum, exhibitions and educational activities, ICAO connects visitors with aviation’s history, its contribution to society and the opportunities ahead.

The Consultant – Museum, Events and Outreach Programme Coordinator will help bring these experiences to life. The role combines museum and exhibition coordination, educational visits and events, and support for the rental of ICAO’s conference facilities in Montreal. It offers the opportunity to work with aviation specialists, industry partners, educators and young people, while contributing to plans for the museum’s next chapter as a space for learning, dialogue and engagement.

The position sits within the Revenue and Product Management Section of the Capacity Development and Implementation Bureau, which brings together aviation training, the Next Generation of Aviation Professionals programme, and capabilities in events, marketing and digital content. Reporting to the Chief, Revenue and Product Management Section, the consultant will work with colleagues across these areas to deliver engaging, well-organised activities. For facilities rental assignments, the consultant will receive functional guidance from the Head, Business Development Unit.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. expected results)

Coordinate museum operations and exhibitions to create a welcoming, reliable visitor experience.

• Plan museum schedules, visitor bookings and day-to-day activities, with clear milestones and resource needs agreed with the Chief, Revenue and Product Management Section.
• Coordinate the operation, upkeep and updates of the Airbus-sponsored Safety Exhibition through November 2027, working with Airbus, ICAO specialists and service providers.
• Arrange visitor reception, tours and exhibition access with facilities and security colleagues, following safety, accessibility and security requirements.
• Work with technical, creative and communications colleagues to develop clear, engaging exhibition content and visitor information.
• Follow up maintenance requests, resolve practical delivery issues and keep the reporting officer informed of progress, resource needs and risks.

Function 2 (incl. expected results)

Develop engaging museum programming and help shape plans for the proposed ICAO Sky Hub.

• Build a programming calendar of broadcasts, podcasts, webinars, SkyTalks, rotating exhibitions and events, identifying audiences, delivery teams and resources.
• Help develop a rotating exhibition programme that keeps the museum fresh and encourages return visits, combining exhibits of different sizes and durations, including short displays linked to conferences, anniversaries and other aviation milestones. Coordinate partner proposals, schedules, content, installation and removal with the relevant teams.
• Bring together speakers and colleagues in marketing, video production, ICAO TV, events and aviation training to coordinate activities and extend their reach through digital channels.
• Develop practical proposals for the museum’s next chapter, including space requirements, costs, implementation steps and connections with existing programmes.
• Work with the Resource Mobilization team to identify potential funding sources and donors for developing the Sky Hub concept within the museum.
• Begin Sky Hub planning during the Airbus exhibition. Physical transformation will take place only after the exhibition concludes in November 2027, subject to approval, funding and facilities arrangements.
• Identify potential content and exhibition partners, prepare proposals and coordinate follow-up. Content, sponsorships and partnership commitments require approval by authorised ICAO officials.

Function 3 (incl. expected results)

Support school visits and youth engagement that introduce young people to aviation and its career opportunities.

• Coordinate school and group bookings, visit itineraries, access arrangements and practical information with educators and ICAO colleagues.
• Support Aviation Futures Leaders/Ambassadors activities through participant scheduling, onboarding, tour rosters and briefings. The role coordinates activities without staff supervisory authority.
• Arrange tours, educational sessions and career awareness activities, and prepare visitor materials for review by the Next Generation of Aviation Professionals Programme Manager and relevant specialists.
• Help the Chief, Revenue and Product Management Section, and the Programme Manager develop museum-related youth activities. The Programme Manager retains responsibility for programme strategy, educational direction and mentorship design.
• Gather participation data and feedback to improve visits. Follow safeguarding, consent, privacy and security procedures, and refer concerns to the responsible officials.

Function 4 (incl. expected results)

Support facilities rentals and help clients deliver successful events under the guidance of the Head, Business Development Unit.

• Prepare rental estimates, quotations and invoices using approved rates and procedures, for review and processing by the responsible officials.
• Coordinate client requirements, bookings and suppliers, and follow up service delivery. Procurement, expenditure and contractual commitments remain with authorised officials.
• Track facility use, revenue and costs; analyse opportunities to improve rental performance and present findings to the Head, Business Development Unit.
• Work with marketing and creative colleagues on brochures and other materials that promote ICAO’s rental facilities.

Function 5 (incl. expected results)

Build practical tools and records that help the museum’s activities continue smoothly beyond the assignment.

• Create and maintain an operating manual, booking and programming procedures, calendars and templates, with a responsibility matrix showing who delivers, approves and supports each activity.
• Maintain a partnership pipeline with contacts, opportunities, next steps and approval status, and keep shared records current.
• Track attendance, educational reach, visitor feedback, programme delivery, rental activity and resource use. Prepare quarterly reports highlighting results, costs and opportunities for improvement.
• Estimate costs and support needs for future activities, identifying scheduling conflicts and competing demands across museum, youth engagement and rental work.
• Before completion or transfer of the assignment, provide a handover package with procedures, calendars, contacts, performance records, costs and outstanding actions. Brief the receiving colleagues and agree the handover with the reporting officer.

Function 6 (incl. expected results)

Undertake other related duties within the consultancy scope and agreed workplan.

• Provide administrative, logistical and coordination support for museum, events, outreach and rental activities as assigned by the reporting officer.
• Agree any changes to priorities, scope or delivery dates with the reporting officer, taking account of available time and resources.

QUALIFICATIONS AND EXPERIENCE

Educational background

Essential

• A first-level university degree or equivalent in Event Management, Project Management, Business Administration, Museum Studies, Communications, International Relations, Aviation Management, Education or a related field. A college diploma (DEC), combined with an additional six (6) years of qualifying professional experience directly relevant to these fields, may be accepted in lieu of the first-level university degree.

Desirable

• Additional coursework or certification in event, exhibition or programme coordination, visitor engagement or project management.

Professional experience and Knowledge

Essential

• A minimum of six (6) years of progressively responsible experience in event, exhibition or programme coordination, including operational planning and delivery.
• Experience coordinating visitor or public engagement activities and working with internal teams, external partners and service providers.
• Experience preparing schedules, procedures and reports, and managing several activities and deadlines in a multicultural environment.
• Experience with basic financial and performance tracking, including cost estimates, expenditure or revenue records, participation data and progress reports.
• Proficiency in Microsoft Office Suite (Word, Excel and PowerPoint) and collaborative document management tools such as SharePoint.
• Ability to solve practical problems, communicate clearly and use sound judgement within established responsibilities.

Desirable

• Experience in museum or exhibition delivery, educational outreach, school visits or youth engagement; familiarity with aviation is an asset.
• Experience supporting venue rentals, supplier coordination, hybrid events, broadcasts or other digital programming.
• Experience in the United Nations system, another international organization or the public sector, and familiarity with relevant administrative, procurement and financial frameworks.

Language Skills

Essential

• Fluent reading, writing, and speaking abilities in English.

Desirable 

• A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).

CONDITIONS OF EMPLOYMENT

The consultancy will be undertaken for the defined period specified in the contract, with an approved workplan, measurable deliverables, and agreed delivery dates. Any extension is subject to satisfactory performance, funding availability, and applicable ICAO rules. The consultancy does not include paid vacation or holiday days, insurance, or pension benefits. Consultants will not be paid for vacation days, sick days, or national holidays.

Remuneration will be determined in accordance with the applicable ICAO Band B consultancy rates and the qualifications and experience required for the assignment. The daily rate for Band B varies from CAD 248 to CAD 392. The consultant is expected to work full-time, on-site at ICAO Headquarters in Montreal, five days per week. Occasional evening and weekend work may be required for approved museum, outreach, and event activities.

This vacancy is subject to open recruitment. Interested candidates must complete an online application and provide examples of relevant event, exhibition, programme coordination or visitor engagement experience. Candidates will be assessed against the published qualifications and requirements of the assignment.

HOW TO APPLY

Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: ICAO Career Website

NOTICE TO CANDIDATES

ICAO does NOT charge any fees or request money from candidates at any stage of the selection process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.