The Global Surgery Foundation (GSF), an alliance of key global health leaders, including the United Nations Institute for Training and Research (UNITAR), Harvard Medical School, and Smile Train, was launched in 2020 at the World Economic Forum Annual Meeting. The GSF is an international Swiss foundation headquartered in Geneva, Switzerland. Its mission is to save lives by scaling up access to safe and affordable surgical care, especially in low- and middle-income countries.
Each year during the World Health Assembly (WHA), the GSF organizes a high-profile side event to bring together key stakeholders in global surgery. These events attract policymakers, donors, healthcare professionals, and representatives of international organizations to review progress and drive actionable steps toward making surgical care accessible to all.
For this year’s side event at WHA78, to be held at the Hôtel InterContinental, as well as other meetings during WHA week, the GSF is seeking an Event Coordinator Consultant based in Geneva, Switzerland. This consultant will provide expert support in planning, coordination, and execution. References to previous GSF events are available: WHA75,WHA76, WHA77.
2. Objectives of the Consultancy
Provide logistical and administrative event planning support for the planning, implementation, and follow-up phases of the GSF WHA78 side-event.
Provide logistical and administrative event planning support for the planning, implementation, and follow-up phases of other meetings organised or supported by the GSF during WHA78.
3. Scope of Work
Working closely with the GSF WHA Planning Committee, the consultant will be responsible for the following tasks related to the GSF WHA78 side-event as well as other meetings during the WHA week:
3.1. Pre-Event Coordination
Develop and update key planning assets, such as the agenda, run of show, talking points, and an event calendar for the week.
Support the recruitment of high-level speakers by managing the logistics with the speaker’s staff and handlers.
Liaise with event venue management regarding setup, audio-visual requirements, catering etc.
Arrange travel, accommodation, and logistical needs for invited speakers, VIPs, and team members.
Prepare regular internal WHA Planning Committee meetings, ensuring that meetings are effective and ensure follow-up.
3.2. On-Site Event Management (entire WHA week)
Act as contact point and coordinate staff participating in the management of the event.
Oversee registration and monitor list of participants during the event.
Monitor running of the event, ensure logistical adjustments to last minute changes and troubleshoot issues.
Provide support to and answer questions from participants.
Supervise the setup and breakdown of the event space.
Act as the primary point of contact for participants, vendors, and staff during the event.
3.3. Post-Event Follow-Up
Collect and compile participant feedback for evaluation purposes.
Support preparations of a final event report, including key takeaways, lessons learned, and recommendations.
Ensure all payments and financial reconciliations related to the event are completed.
3.4. Administrative Support
Manage the schedule and calendar of the Executive Director during WHA78, including coordinating meetings and appointments.
Assist with general administrative tasks, such as correspondence, document management, and follow-ups.
As needed, support other miscellaneous tasks related to the broader work of GSF, particularly during periods of reduced WHA-related activity, to maximize the consultant’s contributions to the organization’s overall objectives.
4. Duration and Timeline
The consultancy will run for approximately three months, starting on 15 March (negotiable) and concluding shortly after WHA78 in June 2025. The main GSF event is scheduled for 19 May, with most additional events and meetings taking place during the same week, from 19–23 May. The estimated time commitment for this role is approximately 20 hours per week, increasing as the event approaches and during the WHA itself.
5. Reporting and Supervision
The consultant will report to the Executive Director of the Global Surgery Foundation and work closely with other relevant team members, in particular the GSF WHA78 Planning Committee. Regular progress updates will be required.
6. Required Qualifications and Experience
Proven experience in coordinating high-level international events in Geneva.
Strong organizational and project management skills.
Excellent communication, interpersonal skills, and proactivity.
Familiarity with the WHA and global health (preferred).
Ability to work under pressure, meet tight deadlines.
Proficiency in English (required) & French (required).
Be based in Geneva or in commuting distance.
7. Payment Terms
The consultant will be paid based on the submission of monthly invoices.
8. Application Process
Interested candidates are invited to submit the following documents:
CV highlighting relevant experience.
A brief cover letter (max 1 page) outlining their approach to event coordination for WHA78.
Confirmation of eligibility to work as a consultant in Switzerland.
Please send your application to Sebastian Hofbauer at s.hofbauer@globalsurgeryfoundation.org. Applications remain open until a suitable candidate is identified and candidates are encouraged to apply as soon as possible.
9. Disclaimer
GSF reserves the right to modify or cancel these terms at any stage, depending on organizational needs.
