Conference Officer (Meeting Planning)

FAO

30d ago

Applications are closed

Job
Full-time
Senior Level
Government & Politics
Business, Operations & Strategy
Rome

Requirements

Advanced university degree in social sciences, political sciences, international law, international relations or another field relevant to the work of the Organization.
Seven years of relevant experience in administration and/or organization and management of major events, meetings, conferences at a national and/or international level.
Working knowledge (proficiency - level C) of English and intermediate knowledge (intermediate proficiency - level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
Extent and relevance of experience in conference management activities in an inter-governmental environment of managing Governing Body sessions of a major international organization.
Ability to meet the multiple demands of complex meetings often held outside normal working hours.
Ability to work as a member of a team and communicate effectively to the multiple actors involved in intergovernmental meetings.
Demonstrated ability, accuracy and tact in handling governance issues such as ballots and elections.
Capacity to oversee staff and budgets.
Knowledge of the governance structure of FAO is considered a strong asset.
Ability to communicate clearly both orally and in writing.
Intermediate knowledge (intermediate proficiency – level B) of Italian would be an advantage.

Responsibilities

Leads the coordination of high-level conferences, meetings and other events, ensuring the effective and efficient delivery of services in accordance with FAO policies and regulatory framework.
Provides advice and guidance on conference protocols, planning requirements and the overall execution of events.
Collaborates with external partners, such as broadcasting and/or production companies, involved in the preparation of major events.
Oversees the on-site management of conference activities, ensuring smooth operation and coordination of all event components.
Supervises the technical upgrade of meeting rooms.
Collects and analyses information for inclusion in statutory and/or management reports.
Researches and analyses policy and service delivery issues, maintains operational statistics and prepares related reports.
Participates in the development of training and related training materials and promotes best practices and capacity development at headquarters and the Decentralized Offices.
Participates in CSG teams, leads working groups and/or collaborates with other Divisions/Offices/Centres on short-term assignments.
Coordinates the preparation of the biennial plan of sessions based on requirements from FAO Divisions/Offices/Centres for submission to Member Nations through the Programme of Work and Budget (PWB) as well as the preparation and monitoring of FAO sessions for reporting to Member Nations on actual meetings held through the Programme Implementation Report (PIR).
Approves Session Programming Forms (SPFs) for FAO Sessions, ensuring that these are submitted in accordance with established deadlines and duly cleared by all services concerned.
Analyses potential conflicts on meeting schedules and other issues and identifies possible measures to be taken; liaises with meeting secretariats to amend/modify SPFs as needed to ensure availability of all requested services.
Makes arrangements for secretariat and other services before FAO meetings and ensures their efficient functioning during sessions and plans the provision of physical facilities, audio-visual support and services for Governing Bodies and other meetings at headquarters.
Prepares budgets for non-FAO events.
Supervises and evaluates Conference facilities staff; oversees all administrative tasks related to the management of staff and of the messengers’ roster.
Liaises with relevant units on the provision of meeting facilities to ensure adequate deployment of information technology (IT) and office equipment and provision of audio-visual support as required.
Prepares planning submissions for budgetary resources for meeting-related activities.
Promotes and pilots innovative working tools to ensure adequate provision of conference support.
Performs other duties as required.
Coordinates the preparation of the biennial plan of sessions based on requirements from FAO Divisions/Offices/Centres for submission to Member Nations through the Programme of Work and Budget (PWB) as well as the preparation and monitoring of FAO sessions for reporting to Member Nations on actual meetings held through the Programme Implementation Report (PIR).
Approves Session Programming Forms (SPFs) for FAO Sessions, ensuring that these are submitted in accordance with established deadlines and duly cleared by all services concerned.
Analyses potential conflicts on meeting schedules and other issues and identifies possible measures to be taken; liaises with meeting secretariats to amend/modify SPFs as needed to ensure availability of all requested services.
Makes arrangements for secretariat and other services before FAO meetings and ensures their efficient functioning during sessions and plans the provision of physical facilities, audio-visual support and services for Governing Bodies and other meetings at headquarters.
Prepares budgets for non-FAO events.
Supervises and evaluates Conference facilities staff; oversees all administrative tasks related to the management of staff and of the messengers’ roster.
Liaises with relevant units on the provision of meeting facilities to ensure adequate deployment of information technology (IT) and office equipment and provision of audio-visual support as required.
Prepares planning submissions for budgetary resources for meeting-related activities.
Promotes and pilots innovative working tools to ensure adequate provision of conference support.
Performs other duties as required.

FAQs

What is the job title for this position?

The job title is Conference Officer (Meeting Planning).

When is the application closing date for this position?

The application closing date is 31/Jan/2025, at 4:59:00 PM.

Where is this position located?

The primary location for this position is Rome, Italy.

What is the duration of the appointment for this position?

The duration is a fixed term of one year, with the possibility of extension.

What qualifications are required for applicants?

Applicants must have an advanced university degree in social sciences, political sciences, international law, international relations, or another field relevant to the work of the Organization.

How many years of experience are required for this position?

A minimum of seven years of relevant experience in administration and/or organization and management of major events, meetings, or conferences at a national and/or international level is required.

Is knowledge of languages important for this position?

Yes, applicants must have a working knowledge of English (proficiency - level C) and an intermediate knowledge of another FAO official language (Arabic, Chinese, French, Russian, or Spanish).

What are the key responsibilities of the Conference Officer?

Key responsibilities include leading the coordination of high-level conferences, providing advice on conference protocols, overseeing operational support, and managing scheduling and programming of meetings.

Are there any specific competencies required for this role?

Yes, competencies include Results Focus, Teamwork, Communication, Building effective relationships, and Knowledge sharing and continuous Improvement.

What type of training support is provided to the staff?

The position includes participation in the development of training materials and promoting best practices and capacity development at headquarters and decentralized offices.

What is FAO’s stance on diversity in the workforce?

FAO is committed to achieving workforce diversity in terms of gender, nationality, background, and culture and encourages qualified female applicants and persons with disabilities to apply.

Are candidates with disabilities encouraged to apply?

Yes, qualified persons with disabilities are encouraged to apply for this position.

What benefits are included within the compensation package?

Benefits may include dependency allowances, rental subsidy, education grant for children, home leave travel, 30 working days of annual leave per year, and international health insurance.

How should candidates submit their applications?

Candidates should apply through the FAO recruitment website by completing their online profile and attaching a letter of motivation.

Is there a requirement for candidates to undergo background checks?

Yes, all selected candidates will undergo rigorous reference and background checks.

What are the working hours for this position?

The role may require working outside normal hours due to the demands of complex meetings.

FAO

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Founded Year

Mission & Purpose

The Food and Agriculture Organization (FAO) is a specialised agency of the United Nations focused on achieving global food security and eradicating hunger. The organisation works with governments, institutions, and communities to improve agricultural productivity, promote sustainable farming practices, and ensure that everyone has access to sufficient, safe, and nutritious food. FAO's ultimate mission is to end hunger and malnutrition, contributing to a world where food systems are sustainable and resilient. Their purpose is to support global efforts in creating a better future by promoting sustainable development, reducing rural poverty, and ensuring food security for all.