WINGSForum 2026 Coordinator

The objective of this consultancy is to provide coordination and operational support for the organization of WINGSForum 2026, ensuring that all workstreams progress effectively and on schedule and that WINGSForum 2026 is successfully delivered.

Scope of workThe WINGSForum Coordinator will be responsible for the following tasks:

1. Event Planning, Coordination, and Execution

• Manage and update a detailed work plan for the organization of WINGSForum 2026, tracking milestones and deliverables across teams and ensuring all timelines are met.
• Share regular progress updates with the WINGS team and committees, flagging risks or delays and proposing corrective measures.
• Schedule and facilitate regular coordination meetings, prepare agendas and minutes, and monitor action points to ensure effective follow-up.
• Coordinate logistical and operational aspects of event delivery, including staff and volunteer coordination, logistical and technical readiness, and backstage management, and supporting the programmatic lead on the run of show, session timings and overall event flow.

2. Operational and Logistical Lead

• Lead procurement and contracting processes for vendors (catering, AV, travel, insurance, internet, transportation, event production, photography and videography, event app, etc.), ensuring compliance with WINGS' policies and procedures.
• Coordinate all arrangements with the venue and vendors related to logistics and operations (catering, AV, travel, insurance, internet, transportation, etc.).
• Be on top of and support all arrangements with vendors managed by other WINGS teams ( event production, photography and videography, event app, etc.).
• Coordinate WINGSForum registration, leading the work of the registration task team.
• Support all WINGSForum task teams (event app, scholarships, safety and security, etc.) and regularly participate in their meetings.
• Manage participant inquiries related to logistics, registration, and event materials, ensuring timely and accurate responses.

3. Stakeholder Liaison

• Act as a primary point of contact for WINGSForum planning and logistics across various WINGS teams
• Act as a secondary point of contact for planning and logistics:
• Between the WINGS team and all vendors.
• Between the WINGS team and the Co-Host, Host Committee, and Planning Committee; and
• Coordinate engagement with local authorities and external partners, ensuring compliance with local regulations and protocols.

4. Budget and Financial Coordination

• Coordinate budget management and financial monitoring in liaison with the Finance and Operations Teams, providing regular financial updates.
• Ensure timely submission and review of invoices, secure necessary approvals and budget codes, and liaise with the Finance Team for payment processing.
• Collaborate with the Network & Engagement and Finance teams to ensure accurate registration and fee payment tracking.
• Support budget reconciliation and financial reporting following the event.

5. Documentation and Reporting

• Maintain up-to-date documentation of all processes and decisions related to event preparation and execution.
• Support the preparation of progress reports and internal briefings for WINGS leadership and committees.
• Support the WINGS team on the external evaluation of WINGSForum 2026 and on the development of the WINGSForum 2026 Guidebook (summary of operational performance, lessons learned, key outcomes, and recommendations).
• Support the preparation of reports to WINGSForum funders and sponsors, ensuring quality and consistency in content and presentation.

Contract and duration The contract will be on a daily-rate basis, under a service provider agreement with WINGS. The service period will be of 12 months (December 2025 to November 2026).

Period

Estimated Effort

Approximate Working Days per Week

December 2025 – March 2026

Part-time

3 days/week

April – September 2026

Full-time

5 days/week

October - November 2026

Part-time

2 days/week

Reporting and SupervisionThe WINGSForum Coordinator will report to the Director of Operations and Organisational Transformation, work closely with the WINGS Management Team and all WINGS teams, and interact with external stakeholders (Co-Host, Planning Committee, Host Committee).

Required qualifications and skills

• Proven experience (minimum 5 years) in event management, coordination, or logistics for large-scale international events, preferably in the non-profit or philanthropic sector.
• Demonstrated ability to coordinate multi-stakeholder processes with diverse cultural and geographic representation.
• Strong project management and organizational skills, with attention to detail and deadlines.
• Excellent communication and interpersonal abilities, including diplomacy and teamwork.
• Experience with budgeting, contracting, and vendor management.
• Proficiency in English and French.
• Strong digital literacy and familiarity with collaboration tools (Google Workspace, ClickUp, Miro, etc.).
• Must be legally authorized to work as an independent consultant or service provider in Canada.

Equality and diversity are part of WINGS' values. We guarantee equal opportunity in our selection processes and actively seek a diverse range of candidates, regardless of gender, gender identity, sexual orientation, race, creed, religion, age, disability, or any other personal characteristic - to apply for this consultancy position.

Job Type: Fixed term contract

Contract length: 12 months