Head of Local Office - AIDS 2020

International AIDS Society (IAS)
San Francisco, California, United States
Apply by 3 August 2018
Senior-level , Short-term contract assignment
Posted on 6 July 2018

Job Description

Details of Employment:

The Head of Local Office (HLO) position will be based in San Francisco, California and report to the Director, Conference based in Geneva, Switzerland. The position is full-time and fixed-term to start from 1 October 2018 to 31 October 2020.

Purpose of the Position:

The HLO will oversee the administration of the 23rd International AIDS Conference (AIDS 2020) local office in San Francisco. S/He will manage its various activities around the preparation of AIDS 2020 in San Francisco/Oakland. The HLO’s leadership will be crucial in ensuring an efficient, proactive collaboration with the IAS office based in Geneva. S/He will supervise all local employees on a day-to-day basis and will ensure the smooth coordination of the local office’s activities. All activities will be undertaken in cooperation with the AIDS 2020 respective responsible based in Geneva (i.e. Fundraising, Congress & Exhibition (C&E), Conference Programme, Communications, Finance and/or Human Resources).

The AIDS 2020 local office in San Francisco will start with a small number of employees in 2019 (3-5 people) and will increase to approx. 10-20 people closer to the conference.

Main Responsibilities:

Set up and manage the AIDS 2020 local office following the principles of the IAS

  • Support the conference in developing strong relationships with local and regional partners; identify new partners as needed
  • Oversee the management, general administration and reporting of the local office
    • Hire staff in consultation with the respective line managers from the Geneva office: manage local human resources in collaboration with the HR Manager; coordinate the full work cycle from hiring to exit for all local employees - identify targeted local job boards where job advertisements can be published; screen selected candidates; organize interviews and serve as the first point of contact for local candidates; prepare contracts and employee administrative set-up (social benefits, insurances, contract templates); build a welcome pack/process and make sure new hires have all information and material needed to start smoothly
    • Line manage a team of local operational staff, up to ~20 pax
    • Ensure the organizational principles of diversity and social responsibility are implemented
    • Propose and facilitate adequate internal processes to maximize information exchange, internal communication and good working spirit within the local office and between the local office and the Geneva office
    • Ensure that all timelines are respected and all persons affected by timeline adjustments are notified in advance
  • Support relations with conference chairs, local and regional partners and AIDS 2020 governing bodies. Support the organization of all committees’ meetings and workshops
  • Develop a local office Corporate Social Responsibility (CSR) plan.

Work with AIDS 2020 local office budget, payments, bookkeeping and financial reporting

  • Manage the AIDS 2020 local office budget line within the AIDS 2020 budget
  • Prepare updates on the local office budget prior to the Conference Coordinating Committee meetings
  • Assist the Director, Finance & Administration to source out an accounting & payroll company and law firm
  • Assist the appointed law firm to re-establish the IAS local legal entity
  • Register for employee withholding tax, social security, disability insurance, PAYE or PAYG, etc.
  • Assist the Director, Finance & Administration to open a business banking account if needed
  • Liaise with the local accounting firm and ensure all relevant data are carefully documented according to local regulations for bookkeeping/audit purposes
  • Ensure the transparency of financial conference reporting and accountability to donors in coordination with the Director, Resource Mobilization & Development and the Director, Finance & Administration
  • Identify all appropriate office insurances and deal with local insurance companies.

Work with external stakeholders

  • Establish, build and maintain productive relationships with local, national, municipal and international organizations including, but not limited to the Departments of Health, Home Affairs, Tourism, the City of San Francisco/Oakland, the UN Joint Programme representatives, public/private initiatives, research organizations, governments and civil society organizations, etc.
  • Map all relevant national and local stakeholders and devise strategies for accomplishing the goals of the conference
  • Keep abreast of all current political trends and suggest proactive strategies for handling political issues that arise
  • Participate on the local support committee called the Bay Area Loves 2020
  • Coordinate local working groups on specific issues such as immigration as needed
  • Serve as the main representative at all external stakeholder meetings as needed
  • Prepare presentations and updates for the Conference Coordinating Committee meetings
  • Ensure that key players, opinion leaders and stakeholders are engaged and informed about AIDS 2020
  • Ensure all appropriate staff are kept regularly informed and updated on discussions and activities.

Support fundraising

  • In coordination with the Director, Resource Mobilization & Development and a local fundraising officer to be hired in 2019 support fundraising from US sources through identification of potential donors and sponsors and high-level engagement.

Encourage staff to develop strong knowledge of issues related to HIV

  • Support staff development by cultivating an office atmosphere that engages staff in the HIV response and sourcing educational opportunities.

Perform any additional tasks relating to the preparation of the conference as determined by the Director, Conference or the Executive Director or their designee.

Academic Qualifications:

  • An advanced degree in international relations, social science, political sciences, public health or other relevant discipline or comparable years of experience in the field.

Work Experience:

  • Solid management experience of 5-8 years: ability to recruit and hire staff, develop and implement efficient internal processes, and develop positive relationships with employees
  • Experience in managing multicultural teams
  • Experience in fundraising, business development, and relationship cultivation and management
  • Experience in managing budgets of up to 1 million USD.


  • Familiarity with the local political landscape and political and administrative processes, geography, customs, regulations and reporting requirements
  • Strong networks with relevant organizations in the Bay Area
  • Ability to prepare and present complex presentations to large groups of internal and external stakeholders
  • Ability to drive towards consensus in complex stakeholder settings
  • Advanced project management and strong team management skills
  • Strong leadership and strategic thinking skills
  • Strong knowledge of HIV and HIV-related issues
  • Good knowledge of bookkeeping and financial reporting requirements
  • Good knowledge of the International AIDS Conference and its partners.


  • Full fluency in English (oral and written) is required
  • Advanced level proficiency in Spanish is beneficial.

How to Apply:

Interested and qualified candidates should send their CV and a cover letter, in English and by email only, to recruitment@iasociety.org by Friday 3 August 2018. Please note that only shortlisted candidates will be contacted.

Only candidates from the US or candidates already having a valid US work visa will be considered.

IAS employees are evidence-based, human rights-focused, inclusive and accountable partners in the HIV response. Candidates should display genuine commitment to IAS values (learn more here).

The IAS is committed to recruiting and sustaining a skilled, effective, diverse and gender-balanced secretariat, and to the greater involvement of people living with HIV (GIPA) in all aspects of its work. People living with or affected by HIV are strongly encouraged to apply.

About the Organization

About the IAS:

Founded in 1988, the International AIDS Society (IAS) is the world's largest association of HIV professionals, with members from more than 180 countries. IAS members work on all fronts of the global response to AIDS, and include researchers, clinicians, policy and programme planners and public health and community practitioners on the frontlines of the epidemic.

The IAS organizes the world’s two most prestigious HIV conferences, each convened biennially in alternating years. The International AIDS Conference is the largest conference on any global health or development issue, and provides a unique forum for the intersection of science and advocacy. The IAS Conference on HIV Science brings together a broad cross section of HIV professionals and features the latest HIV science, with a focus on implementation – moving scientific advances into practice.

In addition, the IAS programmes advocate for urgent action to reduce the global impact of HIV, including increased investment in HIV cure research; optimizing treatment and care for infants, children and adolescents with HIV in resource-limited settings; preventing and treating HIV-related co-infections; and expanding access to prevention, treatment and care for key populations at higher risk for HIV – such as men who have sex with men, people who inject drugs, sex workers and transgender individuals – including protecting their human rights by combatting punitive laws and discriminatory policies.

More information on IAS can be found at www.iasociety.org.

About AIDS 2020:

San Francisco, California, in partnership with Oakland, will host the 23rd International AIDS Conference (AIDS 2020). This is 30 years after the event was held there at the height of the epidemic in the United States. AIDS 2020 will take place on 6-10 July 2020 and is expected to bring together more than 15,000 participants from around the world.

More information on AIDS 2020 can be found at www.aids2020.org.

More information

AIDS 2020_Job Advertisement_Head of Local Office.pdf

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