Special NoticeStaff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Org. Setting and ReportingThe position is located in the Meeting Management Section, Central Planning and Coordination Division, Department for General Assembly and Conference Management (DGACM) in New York. The Meetings Management Section (MMS) plans and coordinates meetings and conferences at United Nations Headquarters and away from Headquarters. It prepares meeting planning in the form of calendar of conferences and meetings of the United Nations and projections of interpretation services according to the entitlements of meeting bodies. The incumbent reports to the Chief of Section.
ResponsibilitiesWithin limits of delegated authority, the Conference Services Officer is responsible for the following duties:
- Analyzes requests from substantive offices for meetings to be included in the draft calendar of meetings.
- Reviews existing legislation (General Assembly and ECOSOC resolutions) to ensure that all requested services are within established entitlements.
- Plan and coordinate meetings, allocating conference facilities and services in accordance with established entitlements, legislative mandates and budgetary resources.
- Coordinates with substantive offices to ensure the capability and resources to meet the programme as proposed.
- Negotiates changes in dates and /or provisions of services as deemed appropriate.
- Monitors the work of assigned committees for efficient utilization of conference resources and advises substantive offices on procedures and possible cost-effective measures.
- Coordinates with Office of Programme Planning, Budget and Accounts (OPPBA) and contributes to and analyzes OPPBA statements of programme budget implications on conferences and meetings organized by assigned committees.
- Confirms the services to be allocated to meetings at and away from Headquarters.
- Schedules additional and urgent meetings and ensures proper servicing of these meetings by evaluating their needs and availability of additional resources required.
- Supervises the meeting programme team which is responsible for weekly and daily programmes of meetings and scheduling of ad hoc meetings.
- Serves as the deputy secretary for the Committee on Conferences.
- Undertakes missions with overall responsibility for the planning of designated conferences away from established Headquarters and serves as the representative of the Organization/Department.
- Advises host government officials on logistics, financial and other requirements and negotiates the terms of the Host Country Agreement.
- Performs other related duties as required.
CompetenciesProfessionalism: Knowledge of the Organization’s conference policies, procedures and practices. Ability to research, select, organize and summarize information required for the preparation of meetings and conferences. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects.
EducationAdvanced university degree (Master’s degree or equivalent degree) in business administration, management or related area. A first-level university degree in combination with two years of qualifying experience may be accepted in lieu of the advanced university degree.
Work ExperienceA minimum of five years of progressively responsible experience in administration, conference management or related field. Experience in coordinating conferences at the international level is required. Experience in the United Nations system or an intergovernmental organization is desirable.
LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Knowledge of another UN official language is desirable
AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
