Events and Administration Officer

International Planned Parenthood Federation

About the Organisation

International Planned Parenthood Federation (IPPF) is a global sexual and reproductive health service provider and one of the leading advocates for universal access to sexual and reproductive health and rights (SRHR) for all. We are a worldwide movement of 149 national organisations working with and for communities and individuals, and together, have delivered more than 1 billion cumulative services over the last 6 years.  

We are now looking for people to join us and make our Come Together–Strategy 2028 a reality. Revolutionising IPPF, placing it in a stronger position to support SRHR for those who are left out, locked out, or left behind. Come Together commits IPPF to shaping laws, policies, and norms through feminist action and international solidarity; and to strengthen the federation, adding new drive for real and lasting impact. 

Action is urgent. We have delivered. We have stood for justice and equality. We commit to more daring and feminist action that secures choices about our bodies, sexual lives, and well-being. Everyone should enjoy a pleasure-filled and healthy sex life and a life free from violence, shame, or criminalisation. We know love is love. And we come together in support of women, youth, and people who are marginalised and excluded. Through the care we deliver, our actions, and the solidarity we foster.   

About the role

This role will support the entire Regional Office by coordinating the organisation of all office events and workshops. It will provide comprehensive administrative support, including arranging travel, managing event logistics, and ensuring smooth execution of all related activities.

Responsibilities

• Manage the logistics of all events organised by the office, including negotiating contracts with hotel providers, ensuring catering and accommodation needs are fulfilled.
• Calculating per diems.
• Support travel organisation for employees. 
• Provide logistic information to participants from Member Associations and Partners and process travel reimbursement requests, in line with IPPF policies and procedures.
• Create purchase orders for processing.
• Oversee the relationship with travel agencies and hotels to ensure value for money and the following of relevant IPPF policies and procedures.
• Provide and coordinate the administrative and logistical support for restricted projects (donor-funded projects) with the relevant project coordinator, including Countdown 2030 planning and capacity building meetings; support in travel and administrative follow-ups on other events.
• Process due diligence checks as requested and in line with IPPF Safeguarding policies and procedures 
• Maintain the Member Associations and Partners contacts and distribution lists.
• Support and enable a safe environment, adhering to the safeguarding reporting and monitoring requirements of this role.
• Provide administrative support to the IPPF EN departments.
• Administrative support to the Regional Director.
• Support to Senior Officer with Office management-related matters.

Skills, Competencies & Experience

Skills & Expertise:

• Track record of organising events and conferences, including coordinating travel.
• Excellent organisation, planning and administration skills to ensure consistency, with the ability to multitask and adapt to changing circumstances. 
• Collaborates with others to achieve team goals and build professional, effective working relationships.
• Good problem-solving skills with a track record of raising issues constructively.
• Demonstrate proficiency with Office 365 (including good Excel skills).
• Knowledge of MailChimp and ERP is advantageous.

Your Ethos:

• An intersectional (pro) feminist passionate about sexual reproductive health care rights + justice, including safe abortion. 
• Supportive of people’s rights regardless of sexuality or gender identity/expression and supportive of workers’ rights and access to health care in sex work. 
• Demonstrate an understanding of and commitment to safeguarding in a local and international context. 
• Demonstrates ability and willingness to work in a diverse, multicultural, multilingual and intergenerational environment that is anti-racist and respectful of others.

Languages:

• Fluency in English (oral and written) is required. French is an advantage.

Working locations

• Brussels, Belgium

How to apply

• Interested candidates are requested to send their application letter, explaining how they meet the profile requirements, with a detailed CV and completed Safer Recruitment Form to [email protected] by Wednesday, 17th December 2025

Interviews

• Only candidates who are selected for an interview will receive an answer.
• Interview (via Teams) will take place on Wednesday, 7th, and Thursday, 8th January 2026

Policies

IPPF European Network envisions a world where every individual is healthy; where sex and sexuality are recognised as fundamental and precious parts of human life; where sexual and reproductive choices are respected; and where diversity is valued and celebrated.

IPPF is committed to the safety and protection of children, young people and vulnerable adults, and this role may involve contact with these groups. Our recruitment and selection procedures reflect our commitment to the safety and protection of children, young people, and vulnerable adults in our programs.

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