Chief Conference Servicing and Logistics

Org. Setting and Reporting

This position is located in the Intergovernmental Outreach and Support Service (IOSS) of the Secretariat of the United Nations Trade and Development (UNCTAD) in Geneva. The Intergovernmental Outreach Support Service is responsible for the preparation, management and servicing of the quadrennial sessions of UNCTAD, the sessions of the Trade and Development Board (TDB) and its subsidiary machinery (commissions, expert meetings, Working Party on the Strategic Framework and the Programme Budget) and the United Nations conferences organized under the auspices of UNCTAD. The Service provides liaison support and services to regional groups, and is responsible for monitoring the institutional follow-up to the decisions of the intergovernmental machinery, preparation of the calendar of meetings, editing and report writing, protocol support and preparation of host country agreements. The Service also manages the editing and printing of all UNCTAD publications and is responsible for overseeing that publications comply with the requirements and timelines established.

Responsibilities

Under the supervision of the Director of the Intergovernmental Outreach and Support Service, the incumbent manages and directs the work of the Conference Servicing and Logistics Section in the provision of intergovernmental support services to Member States, conferences, and meetings and the implementation of UNCTAD's meeting programme, including: - Serves as Deputy Secretary of the Trade and Development Board. Takes initiatives and advises the Secretary of the Board and, in the absence of, senior management of UNCTAD on evolving political and substantive dimensions among Member States that have implications for the efficient conduct of UNCTAD's programme of work in relation to meetings and conferencing. In the absence of the Secretary of the Trade and Development Board, provides technical and political advice to the President of the Trade and Development Board on all matters relating to the deliberations of the Trade and Development Board, Bureau meetings, consultations of the President and other intergovernmental meetings. Serves as Secretary to the Commission on Science and Technology for Development (CSTD), a subsidiary body of the United Nations Economic and Social Council (ECOSOC). - Oversees the work of the Board secretariat, including the work of Committee secretaries and meeting assistants, to ensure adherence of presiding officers with the rules of procedure of the Conference, the Board and its subsidiary bodies and the outcome of the quadrennial conferences of UNCTAD in the conduct of the meetings and conferences of UNCTAD. Coordinates and directs the provision of secretariat services for subsidiary bodies, ensures preparedness of and provides guidance to UNCTAD staff servicing intergovernmental meetings and directs their actions. - In the absence of the Secretary of the Trade and Development Board, provides technical and political guidance and advice to presiding officers as well as other elected officials of the TDB and its subsidiary bodies (Working Party, Intergovernmental Group of experts, Commissions) concerning the organization of work, status of negotiations, conduct of business, including interpretation of rules of procedure. Provides substantive inputs to position papers, agendas and reports of intergovernmental meetings, facilitates consultations and dialogue among Member States and seeks solutions to problems and differences among delegations of Member States in the context of the intergovernmental machinery. Develops and maintains relations with senior governmental officials and representatives from intergovernmental organizations (IGOs) on issues relating to the intergovernmental machinery. - Provides technical and political advice to the Director of IOSS and, in the absence of senior management of UNCTAD on all matters relating to the Trade and Development Board and the intergovernmental machinery, provides support in the implementation of the mandates and work program emerging from quadrennial conference (e.g. Bridgetown Covenant) as they relate to the intergovernmental machinery, in particular with regard to improving preparations for meetings, improving the relevance and interactiveness of discussions, and enhancing the outcomes of meetings. Ensures that requisite services to all UNCTAD meetings and conferences are delivered in full in a timely, efficient and cost-effective manner. - With regard to UNCTAD conferences and major meetings taking place outside of Geneva Headquarters, assists the Director or Senior Management and contributes to the planning and organization of conferences held away from the established headquarters in matters related to the logistical and related arrangement for UNCTAD conferences and UNCTAD major meetings, including security, protocol, press and media. Coordinates, negotiates and prepares relevant parts of host country agreements (technical annex with logistical support and technical facilities). Participates in planning missions and acts as the overall conference logistics coordinator. Develops and proposes detailed scenarios for UNCTAD conferences and meetings. - In assisting the Director of IOSS, reviews the functioning of the intergovernmental machinery, makes political and substantive assessment and evaluation of its delivery capacity. Monitors the implementation of the UNCTAD calendar and the management of conference resources. Proposes changes for improving the functioning and efficiency of the intergovernmental machinery in the light of methods of work and changing requirements of delegations. - Plans and manages the work of the Correspondence Unit as well as the Meeting Arrangement Unit and ensures liaison with UNOG in connection with common services relating to conferences, including security and protocol. Manages, guides, develops and trains staff under his/her supervision. Foster teamwork and communication among staff in the Section and across organizational boundaries. Innovates and introduces new conference technologies, systems and methods.

Competencies

PROFESSIONALISM: Knowledge of the United Nations and intergovernmental machinery as well as decision-making processes. Knowledge of UNCTAD mandate and its activities. Expert in a broad range of conference management matters and programme/project management. Knowledge of relevant United Nations regulations, rules, policies, practices and procedures and ability to apply them effectively in a complex international organizational setting. Ability to establish effective diplomatic relations and to build consensus. Understanding and expertise in the conduct of negotiations. 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. COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. 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. LEADERSHIP: Serves as a role model that other people want to follow: empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing. MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Education

Advanced university degree (Master’s degree or equivalent) in business or public administration, operations management, international relations, socio-economic sciences or related area is required. A first level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Job - Specific Qualification

Not available.

Work Experience

At least 10 years of progressively responsible experience in conference management and in multilateral diplomacy and multilateral processes is required. Five years of experience in activities related to conference servicing in the United Nations system or other intergovernmental organization at the international level is desirable. Experience in facilitating multilateral negotiations is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another United Nations official language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by a competency-based interview.

Special Notice

For this position, applicants from the following Member States, which are unrepresented or under-represented in the UN Secretariat as of 31 May 2024, are strongly encouraged to apply: Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brunei Darussalam, China, Cuba, Democratic People's Republic of Korea, Dominica, Equatorial Guinea, Germany, Grenada, Guinea-Bissau, Hungary, Indonesia, Israel, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Libya, Liechtenstein, Malta, Marshall Islands, Micronesia (Federated States of), Monaco, Nauru, Oman, Palau, Panama, Papua New Guinea, Paraguay, Qatar, Republic of Korea, Saint Lucia, Saint Vincent and the Grenadines, Sao Tome and Principe, Saudi Arabia, Singapore, Solomon Islands, Somalia, Thailand, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. Staff members of the United Nations Secretariat must fulfil the lateral move requirements to be eligible to apply for this vacancy. Staff members are requested to indicate all qualifying lateral moves in their Candidate Profile (CP) and Motivation Statement. An impeccable record for integrity and professional ethical standards is essential.

United Nations Considerations

According 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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.