1. ABOUT IPPF

The International Planned Parenthood Federation (IPPF) is a global healthcare provider and a leading advocate for sexual and reproductive health and rights (SRHR) for all. Led by a group of brave and determined women, IPPF was founded in 1952 at the Third International Conference on Family Planning. Today, we are a movement with a presence in over 150 countries.

Our work is wide-ranging, including comprehensive sexuality education, provision of contraception, safe abortion and maternal care, and humanitarian crisis response. We pride ourselves on being local through our members and global through our network. At the core of our mission is the provision of integrated healthcare (and advocacy for it) for anyone who needs it, regardless of their race, gender, sex, income, and, crucially, no matter how remote the area.

Volunteerism is fundamental to our healthcare delivery. It underpins the vital work of our members and their teams, whether through community outreach and contraceptive care distribution or regional Youth Action Movements advocating for change.

To better fulfill our core mission, IPPF has completed a reform that has made our governance more accountable, our financial allocation system more capable of ensuring quality investment in the populations we serve, and our safeguarding mechanisms stronger. A new governing board was appointed in June 2020.

2. INTRODUCTION AND CONTEXT

IPPF has multi-level political advocacy as a fundamental pillar of its 2028 Strategy. To this end, IPPF ACRO has identified various advocacy spaces to act, including the International AIDS Conference (IAC) in 2026. IAC is the world’s largest conference on HIV and AIDS, bringing together every two years thousands of researchers, activists, policymakers, people living with HIV, and global leaders.

The next International AIDS Conference (AIDS 2026) is scheduled to be held in Brazil from 26th to 31st of July, in Rio de Janeiro city at a particularly critical and high-visibility moment, marking the first time the conference has returned to Latin America in over a decade and highlighting the region's efforts and persistent challenges in ending the epidemic.

For IPPF, a global leader in sexual and reproductive health and rights (SRHR), AIDS 2026 represents a crucial opportunity to showcase its commitment to integrated HIV- SRHR services, combatting structural barriers like gender and racial inequality, and advocating for increased political and financial support for the community-led response.

IPPF will host a significant delegation of staff, Member Associations, youth leaders, and activists and organize a booth and side events.

IPPF seeks a dedicated, full-time consultant to ensure the seamless execution of all logistical arrangements and the maximization of the Federation’s visibility and impact during the seven-month preparation phase and throughout the conference.

3. OBJECTIVES FOR THIS CONSULTANCY

The primary objective of this consultancy is to manage all operational and public-facing aspects of IPPF's participation at AIDS 2026, ensuring the delegation's effective functioning and guaranteeing high-impact visibility for IPPF’s work, key messages, and policy priorities across the conference platforms and media ecosystem in Brazil.

4. SCOPE OF WORK AND KEY RESPONSABILITY

The Consultant will work for 7 Months, from January 3rd to July 31st 2026, being responsible for two overarching areas: Logistical Management and Visibility & Communications. Download the complete terms of reference below.

5. REQUIRED QUALIFICATION AND EXPERIENCE

The successful candidate will be a highly organized, proactive, and experienced professional, ideally with previous experience managing large delegations at major international events, preferably within the global health or development sectors.

Essential Requirements:

• Organization and Planning:  A high aptitude for meticulous planning, adept at managing multiple tasks concurrently, and proactive in anticipating potential unforeseen circumstances.
• Strong background and experience in Comms.
• Proven experience in complex international logistics, including large-scale travel, accommodation, and visa coordination.
• Demonstrated experience in event management, specifically organizing high-profile side events at international conferences.
• Client-Centric Approach: A dedicated focus on traveler satisfaction and well-being, providing comprehensive support throughout the entire process.
• Flexibility and Adaptability: The capacity to adjust seamlessly to diverse cultures, varying schedules, and unexpected situations and the ability to act swiftly and effectively in response to changes or unforeseen challenges.
• Strong background and experience in communications, media relations, and production management (e.g., coordinating the design/print of visibility materials).
• Fluency in English and Portuguese (both spoken and written) due to the conference location and necessary operational liaison. Spanish is highly desirable.
• Technological Proficiency: Proficiency in travel management platforms, reservation systems, and collaborative tools.
• Excellent organizational, multitasking, and problem-solving skills under pressure.
• Ability to work independently as a self-starter and as part of a diverse, remote global team.
• Proven record of work in a respectful environment; respect for diversity and inclusion of marginalized groups.

6. REPORTING AND TIME

Time of this Consultancy: From January 3rd to July, 31st, 2026.

The consultant will report to IPPF ACRO’s External Relations Director and work directly with the financing team.

7. APPLICATION PROCESS

For external agencies or consultants interested, the application process will require the submission of the following documents until the deadline of December 16th 2025, 11 AM, GMT-3 to Alessandra Nilo at [email protected]

• Curriculum Vitae (CV) / Company Profile: A comprehensive overview of the individual's or agency's professional background, relevant experience, key personnel, and a portfolio showcasing previous work, especially in areas pertinent to international conferences.
• Technical Proposal / Letter of Capacity: A detailed letter outlining the applicant's understanding of the scope of work.
• Financial Proposal: A comprehensive budget proposal detailing the anticipated costs associated with the delivery of the proposed services.

IMPORTANT:

• Please Use in the Subject: YOUR NAME + AIDS 2026 CONSULTANT APPLICATION
• Only applications with full information provided will be considered.