Meetings Assistant

Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located • 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 member nations and person 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 our values. FAO has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and FAO, 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 • The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization. Organizational Setting The Secretariat of the International Plant Protection Convention (IPPC) is responsible for facilitating the development and implementation of International Standards for Phytosanitary Measures (ISPMs) on a global level to protect the world's plant resources from pests. The post is located in the IPPC Secretary's Office. Main Purpose The Meetings Assistant coordinates and provides a large variety of responsible support duties related to the preparation and execution of international meetings and conferences held at FAO. He/ she ensures the set-up of infrastructure, the preparation of documentation and communication material, administrative actions, and the support of participants before, during and after the meetings. Supervision Received/Exercised The Meetings Assistant reports to the IPPC Secretary. Work is performed with initiative and independent judgement. The incumbent coordinates the work of other meetings support staff within the team. Supervision received is focused on the quality of work outputs. Working Relationships The incumbent works closely with Senior Officer/s and the team, with other departments/ offices, with meeting participants, and with external partners, ensuring smooth and timely logistics, infrastructure, correspondence and documentation processes for the meetings. Key Functions/Results

• Coordinate and prepare all administrative and logistic arrangements for meetings and conferences (i.e.provision of meeting rooms, facilities, equipment and supplies as required as well as travel for participants and non-staff; follow-up on meeting costs, plan and organize for meeting personnel, supervise the registration of participants/ delegates, act as contact person for all meetings support issues and activities;
• Receive, screen, route and draft a variety of correspondence related to the preparation and organization of assigned meetings; follow-up on deadlines and necessary actions to be taken;
• Process in-session meeting documents, ; proofread and check working documents ensuring consistency and compliance;
• Coordinate administrative and personnel matters: prepare draft requests for conference/ meetings staff and for recruitment of temporary staff; initiate a variety of transactions in FAO's computerised financial/personnel systems, i.e. recruitment and payment of consultants, purchase orders, ,etc.; follow up on Letters of Agreement with host governments or other organizations involved in hosting meetings; maintain detailed records for each meeting;
• Receive telephone calls and visitors; respond to non-routine queries from both within and outside the Organization by applying a good knowledge of meeting activities, policies and established procedures;
• Distribute work and supervise meetings support staff and temporary staff recruited during meetings; prepare daily attendance and overtime recording;
• Initiate necessary arrangements for the setting up and updating of the meetings websites;
• Maintain an archive of relevant information, lists of participants, correspondence lists, mailing lists, etc., as well as meeting statistics; compile reports as required;
• Perform other duties as required.

Impact Of Work The incumbent's work impacts directly on the smooth organization and performance of meetings held at FAO. He/ she plays a lead role in the provision of meeting support services for successful achievement of the organizational unit's mandate. CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING Minimum Requirements Education: Secondary School Education Experience: Four years of experience in administrative and meetings support work Languages: Working knowledge (Level C) of English and limited knowledge (Level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish). IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical Skills

• Very good knowledge of the communication and documentation standards
• Very good knowledge of meetings procedures, infrastructure and registration system
• Very good knowledge of corporate computerized financial / travel / personnel systems

Desirable Qualifications and Skills

• Extensive experience in organizing large scale intergovernmental meetings
• Very good knowledge of the FAO Meeting documentation procedures
• Very good knowledge of the IPPC, its policy processes and main operational mechanisms
• Very good knowledge about diplomatic protocols
• Very good drafting skills to prepare official correspondence and communication
• Very good organizational and planning skills
• Experience in coordinating the tasks and supervising other administrative staff

Assessment Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview. FAO staff are expected to adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency