Conference Affairs Officer

Job Posting Organization:
The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa and represents the Secretary-General. Established to support the implementation of various UN programs, including the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat), UNON plays a crucial role in providing administrative, conference, and information services to other UN offices in Kenya. The organization is dedicated to fostering international cooperation and sustainable development, with a focus on environmental issues and urban development. UNON operates with a diverse workforce and is committed to gender equality and inclusivity in its hiring practices.

Job Overview:
The Conference Affairs Officer will be responsible for managing and coordinating conference services activities, which include planning, scheduling, organizing, and optimizing the use of conference venues. The incumbent will provide guidance to substantive secretariats and governments regarding UN policies and practices for conferences held outside established headquarters. This role involves reviewing the requirements for meetings and conferences, overseeing the preparation and implementation of the calendar of meetings, and managing the related budget. The officer will also implement and monitor support services for conferences, assist in supervising the meetings planning team, and prepare statistical data and reports on conference services and resource mobilization. The position requires a proactive approach to problem-solving and the ability to work under pressure while maintaining professionalism and efficiency.

Duties and Responsibilities:

• Initiate and coordinate actions covering conference services activities, including planning, scheduling, organizing, and optimizing facilities usage for meetings and conferences.
• Provide advice to substantive secretariats and governments regarding UN policies and practices for conferences held away from established headquarters.
• Review meetings and conferences requirements and official entitlements of UN bodies, including documentation.
• Lead, oversee, and coordinate the preparation and implementation of the calendar of meetings and conferences under UNON’s responsibility and related budget.
• Implement, coordinate, and monitor conferences’ support services, liaising with heads of responsible functions, including interpretation, documentation workflow, procurement, transport, travel, communications, and IT support.
• Assist in supervising the meetings planning and coordination-team" style="border-bottom: 1px dotted #007bff !important;">coordination team, providing advice on conference management and administration.
• Prepare statistical data and reports on services and resource mobilization for conferences and meetings.
• Perform other duties as required.

Required Qualifications:
Candidates must possess an advanced university degree (Master’s degree or equivalent) in business or public administration, social sciences, or a related area. Alternatively, a first-level university degree combined with two additional years of qualifying experience may be accepted in lieu of the advanced degree. Successful completion of degree and non-degree programs in data analytics, business analytics, or data science is desirable. Candidates should demonstrate a strong understanding of conference management and administrative processes, as well as the ability to work collaboratively in a multicultural environment.

Educational Background:
An advanced university degree (Master’s degree or equivalent) in business or public administration, social sciences, or a related area is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Completion of programs in data analytics, business analytics, or data science is considered an asset.

Experience:
A minimum of seven years of progressively responsible experience in public relations, conference services, international outreach events organization, or inter-governmental conference organization and management is required. Additionally, two or more years of experience in data analytics or a related area, with the ability to create and customize reports, is desired. Candidates should have a proven track record of managing complex conference logistics and providing high-quality support services.

Languages:
English is required for this position, with a minimum proficiency level of UN Level II in reading, writing, listening, and speaking. Knowledge of another UN official language, such as French, is desirable but not mandatory. The working languages of the United Nations Secretariat are English and French, and proficiency in these languages is essential for effective communication within the organization.

Additional Notes:
This position is for an initial period of one year, with the possibility of extension subject to satisfactory performance and availability of funds. The United Nations is committed to achieving gender balance in its staff and encourages female candidates to apply. The recruitment process is open to candidates from unrepresented or underrepresented Member States in the UN Secretariat. The United Nations does not charge a fee at any stage of the recruitment process, and reasonable accommodation may be provided for applicants with disabilities upon request.