Conference Officer (Meeting Planning)

IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
The length of appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to the extension of appointments.

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• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and persons with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination　　
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.

Organizational Setting

The Governing Bodies Servicing Division (CSG) provides the Secretariat of the Conference and the Council and supports all Governing and Statutory Bodies of FAO. It houses the Multilingualism expertise of the Organization, delivering corporate language goods and services. CSG also provides Protocol and Meetings services to the Organization.
The Meeting Services branch (CSGM) carries out the scheduling and programming of all Governing and Statutory Body meetings of the Organization. It is responsible for overseeing and supporting the planning and provision of logistical facilities for the conduct of all such physical, hybrid and virtual meetings.
The post is located in the Meeting Services branch of the Governing Servicing Division (CSG) at FAO headquarters in Rome, Italy.

Reporting Lines

The Conference Officer (Meeting Planning) reports to the Conference Officer, Meeting Services, CSG.

Technical Focus

Preparation, support and coordination of in-presence, hybrid and virtual meetings. Scheduling and programming of meetings, liaison with meeting and conference organizers, operational support to meetings, coordination of meeting support staff, promotion of innovative working methods and tools.

Key Results

Collection, analysis and review of information and coordination of activities for the effective delivery of meeting services.

Key Functions

• Plans and coordinates meeting services.
• Ensures alignment with meeting policy and guidelines.
• Liaises with technical and other support teams.
• Researches and analyses policy and service delivery issues, maintains operational statistics and prepares related reports.
• Contributes to the development of information and training materials and coordinates and assists in the presentation of information/training sessions to management and staff.
• Performs other related duties as required.

Specific Functions

• Ensures the preparation of meetings and events, either physical or virtual, in collaboration with organizing Divisions/Offices/Centres, protocol, security and/or external organizers.
• Develops communication material for meeting organizers and participants.
• Ensures adequate information sharing with FAO support services.
• Trains and coordinates Conference Staff, plans work schedules and related assignments, follows-up on performance.
• Acts as a focal point for any issue arising during the session.
• Contributes to the smooth processing of meeting requests and establishment of sessions.
• Promotes and pilots innovative working tools, to ensure adequate provision of conference support.
• Performs other duties as required.

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CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced university degree in social sciences, political sciences, international law, international relations or another field relevant to the work of the Organization.
• Three years of relevant experience in conference management or government-relations activities in an inter- governmental or international environment.
• Working knowledge (full proficiency – level C) of English and intermediate knowledge (intermediate proficiency – level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).

Competencies

• Results Focus
• Teamwork
• Communication
• Building effective relationships
• Knowledge sharing and continuous Improvement

Technical/Functional Skills

• Work experience in more than one location or area of work, particularly in field positions is desirable.
• Extent and relevance of experience in supporting high level events in a large organization and/or in conference management activities.
• Ability to meet the multiple demands of complex meetings often held outside normal working hours.
• High level of written and spoken communication.
• Knowledge and understanding of rules, regulations, statutory and legal instruments of FAO, in particular those pertaining to the establishment, functioning and procedures of Governing Body meetings is considered an asset.
• Understanding of the functioning of UN agencies and the UN system is considered a strong asset.
• Ability to engage other service units in the development of innovative working tools/methods.
• Understanding of FAO mandate and programmes is an asset.
• Intermediate knowledge (intermediate proficiency - level B) of Italian would be an advantage.

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FAO staff are expected to adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

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• Extension of fixed term appointments is based on certification of performance and availability of funds
• FAO reserves the right not to make an appointment.
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

CONDITIONS OF SERVICE

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http\://www.whed.net/
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance\: https\://fao.service-now.com/csp

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