Conference Services Coordinator

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Position Title: Conference Services Coordinator
Location: Geneva
Country: Switzerland
Deadline Date: Not specified

Job Details

Job Posting Organization:
The World Health Organization (WHO) is a specialized agency of the United Nations responsible for international public health. Established on April 7, 1948, WHO has a mission to promote health, keep the world safe, and serve vulnerable populations. The organization operates in over 150 countries and has a workforce of more than 7,000 employees. WHO aims to achieve universal health coverage, protect people from health emergencies, and promote healthier populations.

Job Overview:
The Conference Services Coordinator will be responsible for managing the day-to-day operations of the meeting room booking system, ensuring that all requests for meeting rooms and related support services are handled efficiently. This role requires a proactive approach to coordinating with various internal and external stakeholders to ensure successful delivery of WHO meetings and events. The coordinator will act as a focal point for meeting organizers, providing guidance on available resources, costs, and relevant policies. The position demands meticulous planning and execution of meeting arrangements, including testing of equipment and conducting dry-runs as necessary. The ideal candidate will have a strong background in administration and customer service, particularly in the context of conference services and event management.

Duties and Responsibilities:

• Manage the meeting room booking system and monitor activities to ensure timely responses to requests.
• Act as the primary contact for meeting room requests and related services, including catering and AV support.
• Obtain budget codes from meeting organizers and ensure proper back-charging of costs post-meeting.
• Coordinate with internal stakeholders and external service providers to ensure seamless execution of meetings.
• Advise meeting organizers on available resources, costs, and policies.
• Plan specific meetings, ensuring all arrangements are in place and equipment is tested.
• Conduct dry-runs and rehearsals as needed prior to meetings.
• Perform additional tasks related to the conference services team as required.

Required Qualifications:

• Completion of secondary school education or equivalent is essential.
• Higher education is desirable.
• Minimum of 8 years of relevant experience in administration, with at least 4 years in a customer-facing role.
• Experience in an international environment, hospitality services, and conference/event management is desirable.
• Proficiency in using audio-visual and conferencing systems such as Zoom, Teams, and Webex is essential.
• Strong organizational skills and attention to detail are required.
• Ability to prioritize and manage a high volume of requests effectively.

Educational Background:
Candidates must have completed secondary school education or its equivalent. Higher education is considered an advantage, particularly in fields related to administration, event management, or hospitality.

Experience:
The position requires a minimum of 8 years of relevant experience in administration, with at least 4 years in a service provision or customer-facing role. Experience in an international environment and in conference services or event management is highly desirable. Familiarity with audio-visual and conferencing systems is also essential.

Languages:
Expert knowledge of English is mandatory, while intermediate knowledge of French is required. The language requirements are interchangeable, meaning proficiency in either language can be advantageous depending on the candidate's background.

Additional Notes:
The position offers an attractive remuneration package, starting with an annual net base salary of CHF 86,236, along with 30 days of annual leave. The vacancy may be used to fill other similar positions at the same grade level. Candidates under serious consideration will be contacted, and a written test or video assessment may be part of the screening process. WHO is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented Member States. The organization has a smoke-free environment and does not recruit smokers or tobacco users. The successful candidate must confirm vaccination status as required by WHO before starting the assignment.