Meetings Associate

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an international organization that leads global efforts to defeat hunger and improve nutrition and security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. Established in 1945, FAO has a mission to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. The organization operates in over 130 countries and has a workforce of approximately 12,000 employees. FAO's strategic framework is aligned with the 2030 Agenda for Sustainable Development, focusing on transforming agrifood systems to be more efficient, inclusive, resilient, and sustainable. The organization is committed to environmental sustainability and works closely with various international bodies, including the World Health Organization (WHO) and the World Trade Organization (WTO).

Job Overview:
The Meetings Associate position is crucial for the effective administration and organization of international meetings and conferences held at FAO. This role involves acting as the primary contact person and coordinator for all logistical, administrative, and documentation support activities related to these meetings. The Meetings Associate will ensure that meetings are prepared and organized smoothly, including the registration and accreditation of participants, in compliance with relevant policies and procedures. The position requires a high degree of initiative and independent judgment, as the incumbent will work autonomously while also providing guidance and supervision to meetings support staff. The Meetings Associate will be responsible for managing arrangements for 15 to 20 multilingual intergovernmental meetings per year, including the Codex Alimentarius Commission and its Executive Committee, which may take place at FAO Headquarters or in various host countries.

Duties and Responsibilities:
The Meetings Associate will manage all arrangements and administrative support for meetings and conferences at FAO. Key responsibilities include: acting as the contact person for all meetings support issues; receiving, screening, and drafting correspondence related to meetings; supervising the preparation of meeting documents; assisting in financial planning and management; supervising logistics arrangements; managing administrative and personnel matters; responding to complex queries; distributing work and supervising meetings support staff; managing filing and storage of meeting information; compiling reports; and recommending improvements to work processes. The incumbent will also be expected to find solutions to problems that arise during the organization of meetings and perform other duties as required.

Required Qualifications:
Candidates must possess a secondary school education and have at least five years of experience in administrative and logistics support for meetings and conferences. A thorough knowledge of meetings procedures and conference registration systems is essential, along with good knowledge of corporate computerized financial, travel, and personnel systems. The candidate should also have a very good knowledge of MS Office applications and office technology equipment. Additionally, candidates must demonstrate competencies in results focus, teamwork, communication, building effective relationships, and knowledge sharing.

Educational Background:
The minimum educational requirement for this position is a secondary school education. Further qualifications in administration, conference management, or event coordination would be advantageous but are not mandatory.

Experience:
The position requires a minimum of five years of experience in administrative and logistics support for meetings and conferences. Experience in supporting international, multilingual meetings and conferences, particularly within the context of UN intergovernmental meeting protocols, is highly desirable. Candidates should also have experience in planning and supporting hybrid meetings and virtual participation for a global audience.

Languages:
A working knowledge (proficiency - level C) of English is mandatory. Candidates must also have working knowledge (proficiency - level C) or intermediate knowledge (intermediate proficiency - level B) of at least one of the other working languages of the Organization, which include Arabic, Chinese, French, Russian, or Spanish.

Additional Notes:
This position is classified under the General Service Staff category, and candidates must be nationals of Italy or possess a valid visa or work permit to work in Italy. The role is expected to be full-time, and candidates should reside within commuting distance of the duty station at the time of application. The Meetings Associate will be responsible for managing a team of meetings support staff and will play a key role in ensuring the successful execution of meetings and conferences at FAO.