Annual Meeting Registration Consultant

Annual Meeting Registration Consultant

Application close date

03/06/2026

1. Project Background

The Annual Meeting of the Board of Governors is the flagship event of the Asian Infrastructure Investment Bank (AIIB). It offers a unique occasion to showcase AIIB’s accomplishments and seek invaluable insights and guidance from shareholders on AIIB's strategic direction and initiatives. The event also serves as a dynamic hub for dialogues among delegates from AIIB Members, alongside partners, business leaders, civil society organizations, and experts from various fields all around the world. AIIB works with a voluntary Host Government from its Members each year to deliver the Annual Meeting. The 2026 AIIB Annual Meeting is scheduled for September 23 - 24, 2026, in Doha, Qatar.

2. Objectives of the Assignment

As the leading organizer of the Annual Meeting, the Bank’s Corporate Secretariat is looking for an Annual Meeting Registration Consultant to support the delivery, operation, and overall management of the Annual Meeting Registration Platform.

3. Scope of Services

1) Registration Platform Operations, Coordination, and Delivery Management• Serve as the day-to-day coordinator for the Annual Meeting Registration, ensuring it is properly set up and managed to meet event requirements and timelines.• Coordinate with the registration platform provider to plan activities, monitor progress, track deliverables, and resolve issues.• Manage the full registration journey from a business-operations perspective and recommend practical improvements to enhance the participant experience.• Liaise with the AIIB IT Department to ensure the registration platform connects smoothly with related event services, including the event website, mobile application, hotel booking website, and other required systems. • Conduct routine checks and updates on registration-related content and data to ensure accuracy, consistency, and readiness for reporting and event operations.• Support the preparation, scheduling, and management of registration-related email communications.• Assisting in generating, sharing, and organizing reports derived from registration data.2) Content and Configuration Management• Provide operational support for the platform’s administrative functions and coordinate with the vendor’s support team before and during the event.• Customize registration forms, participant categories, approval flows, confirmation communications, and reporting dashboards using the platform’s built-in configuration tools.• Update and maintain registration-site content to ensure information remains accurate, consistent, and aligned with approved event communications.• Perform adjustments, configurations, and layout design using the platform’s administration dashboards.• Coordinate content submissions, approval processes, and publishing schedules, while maintaining a simple record of updates and changes.• Monitor platform performance, ensure data accuracy, and support adherence to AIIB’s data protection and information-handling requirements.3) On-site Registration Operations Support• Manage on-site preparations for registration, check-in, and badge printing, ensuring processes, staffing, and vendor arrangements are in place and functioning smoothly.• Monitor on-site registration activities and coordinate with vendors and relevant AIIB focal points to address issues quickly and minimize operational disruptions.• Serve as the on-site coordination point between registration vendors and AIIB stakeholders, ensuring clear communication, timely escalation, and effective issue resolution.4) Training and Documentation• Attend user training sessions delivered by the event partners involved in registration operations.• Support the team in preparing clear and comprehensive documentation, including configuration guides, troubleshooting notes, and post-event operational reports.

3. Scope of Services (Continued)

(No Value)

4. Consultancy Output / Deliverables

The consultant shall deliver the following outputs:• Registration solution: A fully configured and validated registration platform ready to support end-to-end Annual Meeting registration based on approved requirements and timelines.• Integration coordination: Documented coordination arrangements with the AIIB IT Department to ensure alignment and smooth handoffs with related event services.• On-site operational readiness: Confirmed readiness of registration, check-in, and badging arrangements, supported by pre-event checks and clearly defined vendor support and escalation pathways.• User guidance and training support: User-friendly quick guides and training materials for internal users, including step-by-step instructions, FAQs, and escalation contacts.• Post-event Report: A report detailing operational performance, key issues encountered, resolution measures, lessons learned, and practical recommendations for future improvement.

4. Consultancy Output / Deliverables (Continued)

(No Value)

5. Implementation Arrangement

The Consultant is expected to work on-site at AIIB Headquarters in Beijing, China. The Consultant will work with the Annual Meeting team within the Corporate Secretariat, comprising AIIB staff, individual consultants, assistants, and college volunteers. The team is led by an Events Management Officer and supervised by the Manager of Shareholder Relations.

5. Implementation Arrangement (Continued)

(No Value)

6. Support to the Consultant by the Bank

• The Corporate Secretariat will provide all necessary documents and data required for the Assignment. Facilitation will also be provided for the Consultant to work with other governmental, nongovernmental or international agencies required by the TOR. • During the on-site work period, the Consultant will be provided a dedicated workspace, workstation, and required administrative support. • The Bank will cover mission-related travel cost, where applicable, in accordance with relevant Bank policies.

7. Knowledge Transfer and Training

The Consultant must maintain, organize, and transfer all Annual Meeting-related data and records to AIIB upon completion of the assignment.

Qualification Requirement

The consultant shall meet the following qualifications:• A Bachelor’s degree or equivalent, with relevant experience in event platform operations, event management tools, or product coordination.• Minimum of 3 years of professional experience in managing or supporting event registration or similar participant-management processes.• Hands-on experience working with Cvent, Certain, or equivalent event registration platforms in an administrative or operations role is strongly preferred.• Demonstrated ability to coordinate vendors and stakeholders, manage timelines and deliverables, and resolve issues through clear follow-up and escalation.• Experience supporting international conferences or large institutional events is an advantage.• Experience with content management and no-code configuration using administrative dashboards.• Strong understanding of registration data handling, reporting needs, and operational controls.• Awareness of good practices for handling participant information and maintaining confidentiality, aligned with data privacy and information security principles.• Fluent in written and spoken English.• Strong organizational, analytical, and problem-solving skills with excellent attention to detail and accuracy.• Proven ability to work effectively in a multicultural, fast-paced environment with strong team spirit.• Excellent communication and interpersonal skills.

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Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.