Manager MICE - Events Planning & Contracting Cell

Manager MICE - Events Planning & Contracting Cell

Department

Business Travel & Events

Job Purpose

• Establish robust process and systems for selecting and evaluating vendors, service providers and digital platforms.
• Oversee the centralization of projects, identifying opportunities for efficiency improvements in Centralization desk and budgets.
• Manage the planning and budgeting HO Domestic and International events in collaboration with regional teams.
• Providing Support to Finance, Compliance, IT and Internal Audit Team to ensure alignment and effective execution of initiatives.
• Ensuring all the events and expenses are executed within compliance policy and SOP.
• Ensure seamless execution of MICE events, delivering exceptional experiences for delegates and internal customers.

Key Accountabilities (1/5)

1. Identifying & Evaluating Potential vendors and establishing strategic partnership with them to take on board for cost effectiveness.

• Define the specific needs for your events (e.g., catering, venues, Food, Audio Visual, Printing etc)
• Create a detailed list of requirements for each vendor category.
• After Referral check Onboarding for vendors with a good reputation in the industry.
• Roll out RFPs to multiple vendors to gather Quotations.
• Assess proposals based on cost, experience, service quality, and flexibility.
• Negotiating the contracts while focusing on Pricing and Scope of Services, Terms and Conditions.
• Build connect with relevant vendors and suppliers for leveraging better deals

Key Accountabilities (2/5)

2. Business Partnering with Internal Stake Holders

• Identifying innovative ideas by doing regular brainstorm and gather inputs from team members for testing new ideas into the system for better effectiveness in work.
• Sharing data on regular intervals to IT / Finance / Compliance, GST Team and Internal Audit Team for upliftment of the work and process.

Key Accountabilities (3/5)

3.Planning , Budgeting and Implementation of events for Business Units / Clusters / Support Function as per the Annual Budget for different types of Meetings, Conferences and Events.

• Ensure all co-ordination, proactive communication, and resolution of issues, effective controls and thorough monitoring of costs to ensure a positive experience while adhering to all Compliance policies and budgets.
• Planning, Budgeting and Shortlisting the vendors for large scale of events :
• Cycle Meets
• CMEs
• Webcasts
• Factory Visits
• Product launches
• Prepare detailed schedules based on the yearly calendar of events.
• Drill down the budgets into activity level
• Evaluate work allocation of team members based on workload of the conferences.
• Monitor Operational deadlines for large events.
• Implement detailed action plans for the events and ensure adherence to the deadlines
• Prepare data / documentation for audit reviews.
• Co-ordinate and ensure that timely payments are released to service providers
• Adhere to Medical Council of India (MCI) Compliance policies, as laid down by the compliance team.

Key Accountabilities (4/5)

4.Team Management

• Monitor Team performance and rotate roles within the team for overall development and motivate them for learning new skills.
• Ensure Team members are align with the organization's values and culture.
• Encourage ongoing Skill development by nominating team members for required trainings, workshops, seminars, and e-learning.
• Conduct regular performance reviews and provide constructive feedback.
• Recognize employees with leadership potential and provide them with growth opportunities.
• Equip managers with conflict resolution skills to handle disputes effectively.

Key Accountabilities (5/5)

5.Customer Satisfaction (CSAT) surveys, analyse & implement actions as per the feedback received post the event for continuous improvements in the Meetings, Conferences and Events.

• Review the feedback received from the internal & external customer for improvement
• Incorporate timely changes in processes, service providers, way of working
• Enhance the delegate experience continuously and improve the service provided within the budgeted cost.

Education Qualification-

Graduate with specialisation in Tourism & Hospitality , preferred IATA qualified.

Relevant Work Experience

12- 18 years of work experience with good knowledge of various destinations, airlines, visa procedures, hospitality chains, service providers including minimum 5 years of experience in managing MICE for corporates.

Preferably should have managed teams involved in organizing Meetings, Conferences and Events. Effective communication skill for communicating with external and internal customers and an ability to handle crisis.