Conference Management Service Officer

This position is located in the Office of the Chief (OC), Conference Management Service (CMS), Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent will work under the direct supervision of the Chief of the Conference Management Service (CMS). For more information on UNOV, please visit www.unov.org.

Within assigned authority, the Conference Management Service Officer will be responsible for the following specific duties: • Review policies and decisions taken by the Department for General Assembly and Conference Management (DGACM) to establish programme priorities for the management of conference services at UNOV. • Participate in the preparation and development of the Service’s work programme, contribute to policy development, and coordinate activities related to budget planning and implementation. Prepare related written outputs, including the work programme, programme budget, input for global reports etc. • Assess conference services requirements based on the calendar of conferences and meetings for the current and future years, with the aim of ensuring that resources are used efficiently and within established entitlements. • Monitor the utilisation of conference resources, act as certifying officer for CMS accounts, and advise CMS management on procedures and possible cost-saving measures. • Review, analyse and project expenditure patterns recommending remedial action to ensure that expenditures remain within authorized funds. Make recommendations to meet changing requirements. • Analyse the organizational financial situation and its impact on conference services. • Prepare and assess statistical information and reports related to CMS activities. • In accordance with the overall policy direction of senior-level management, monitor deadlines, establish and explain methodology, coordinate and review results and communicate to administrative staff in the Office of the Chief, CMS. • Support and advise the Chief, CMS, in the day-to-day administration of the Office of the Chief and the work programme. Bring priority issues, as relevant, to the attention of the Chief and monitor delivery of key reports and deliverables. • Prepare background information and talking points for the Chief’s meetings and missions. • Prepare and edit in various languages written outputs, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications, newsletters, iSeek, etc. • Determine communications priorities and coordinate internal and external communications for CMS. • Assess and provide information on CMS staffing needs for budget submission and prepare related documents and reports. • Supervise the work of staff in the Office of the Chief, as required. • Undertake research and analysis on any issue of relevance to the Chief. • Perform other work-related duties, as required.

• Professionalism: Has knowledge of United Nations conference services policies, practices and relevant financial procedures. Has the ability to identify and analyse issues and participate in the resolution of problems. Is able to collect CMS data using various methods and has experience with a range of research tools and databases. Has conceptual, analytical and evaluative skills to conduct independent research and analysis. Has a thorough understanding of the functions, organization and roles of CMS sections/units. Is able to perform a broad range of functions, including those related to budget activities and the work programme. Has the ability to apply knowledge of various United Nations rules and regulations in work situations. Has the ability to research, select, organize and summarize information required for the preparation of meetings and conferences. 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; and remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. • 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. • Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Managerial Competency: • 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; and appraises performance fairly.

An advanced university degree (Master’s degree or equivalent) in business or public administration, management, languages, humanities, or related field is required. A first-level university degree in related fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

A minimum of five years of progressively responsible professional experience in conference servicing or management, planning and coordination of conferences in an international organization is required. Work experience with an enterprise resource planning (ERP) system is required. Experience in processing documents in various languages, applying policies, procedures and practices, is desirable. Conference servicing and management experience within the United Nations system is desirable. Working experience in statistical analysis and budget activities is desirable. Working experience with SAP/Umoja is desirable.

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