P2 - Official Meetings and Correspondence Unit

Job Posting Organization:
The International Labour Organization (ILO) is a specialized agency of the United Nations that aims to promote social justice and fair labor practices. Established in 1919, the ILO has a mission to ensure that labor standards are upheld globally, focusing on promoting rights at work, encouraging decent employment opportunities, enhancing social protection, and strengthening dialogue on work-related issues. The organization operates in over 180 countries and employs thousands of staff members, working collaboratively with governments, employers, and workers' organizations to achieve its goals. The ILO values diversity and encourages applications from qualified individuals regardless of gender, disability, or other factors.

Job Overview:
The position is part of the Official Meetings and Correspondence Unit (RELOFF) within the Meetings, Documents, and Official Relations Department (RELMEETINGS). This department is responsible for providing conference management services to support the governing bodies of the ILO, including the International Labour Conference, the Governing Body, and regional meetings. The RELOFF unit serves as the primary contact point for facilitating relationships with the ILO's tripartite constituents, coordinating with Permanent Missions, the Employers' Activities Bureau, and the Workers' Activities Bureau, and providing support to the Government Group. The incumbent will contribute to organizing official ILO meetings and the functioning of the organization's governing bodies, which may require working outside regular office hours and on weekends as necessary. The role demands a proactive approach to managing various tasks related to meeting organization and official correspondence, ensuring compliance with governance policies and procedures, and providing technical assistance to ILO units and external offices.

Duties and Responsibilities:

• Analyze information related to proposals for colloquia, seminars, workshops, and other similar meetings subject to Governing Body approval. Ensure compliance with applicable governance policies and guidelines and track meeting requests through the approval process.
• Provide technical assistance regarding governance policies and procedures to ILO headquarters and field offices upon request, collaborating with the respective secretariats of the Employers' and Workers' Groups of the Governing Body.
• Contribute to the organization of meetings of the Governing Body, the International Labour Conference, and regional meetings, providing necessary services such as facilitating the work of the Chair and Secretary, compiling and drafting reference documents and preparatory materials, taking notes, and preparing periodic reports and documents for meetings.
• Draft correspondence and informational materials for official meetings concerning the functioning of the ILO's governance bodies. Conduct research and analysis of decisions made by governing bodies and applicable regulatory provisions, as well as other institutional documents.
• Assist in organizing briefings for Governing Body members and delegates attending the Conference and other ILO meetings, including preparing informational materials, presentations, taking notes, and drafting reports.
• Analyze information, data, statistics, trends, and various issues to support effective service delivery related to meetings, new initiatives, and the development of plans, reports, or other products.
• Coordinate logistical arrangements for informal consultations and official meetings, providing support and information to delegates and participants, as well as to other ILO units, and resolving issues related to the designation, accreditation, and registration of tripartite constituents at official meetings. Address and refer sensitive issues to senior management to avoid diplomatic incidents and controversial matters.
• Contribute to the development and improvement of information, digital tools, and other knowledge dissemination products for delegates and other meeting participants. Gather feedback from recipients to propose measurable performance criteria and indicators for evaluating products and services.
• Perform other related tasks as assigned.

Required Qualifications:
Education: A first-level university degree (bachelor's degree or equivalent) in a field related to diplomacy and international relations, business administration, event management, or other closely related disciplines. Experience: At least three years of experience in conference management activities, such as organizing meetings or providing related support services, including language services, within international organizations. Languages: Excellent command of English and practical knowledge of a second ILO language (Spanish or French). Competencies: In addition to basic competencies related to the ILO, the following competencies are required for this position: Knowledge and understanding of at least two areas related to providing services for meetings and events within international organizations. Communication skills. Tact and discretion. Ability to respond independently to general and procedural inquiries from delegates and meeting participants. Writing skills. Analytical and research competencies. Problem-solving skills. Ability to work calmly and produce quality work while meeting deadlines. Ability to quickly adapt to new programs and computer systems. Knowledge of the operational framework of the Governing Body and the International Labour Conference is an asset. Ability to analyze ILO governance documents, including meeting regulations and documents from the Governing Body and the International Labour Conference, and to search for related data in automated search engines. Ability to work effectively in a multicultural environment with a sensitive and inclusive attitude towards gender issues and non-discrimination.

Educational Background:
A first-level university degree (bachelor's degree or equivalent) in a field related to diplomacy and international relations, business administration, event management, or other closely related disciplines is required for this position.

Experience:
The position requires at least three years of experience in conference management activities, which includes organizing meetings or providing related support services, such as language services, within the context of international organizations. This experience should demonstrate the candidate's ability to manage complex logistical arrangements and provide high-quality support in a fast-paced environment.

Languages:
The position mandates an excellent command of English, which is essential for effective communication within the ILO and with its stakeholders. Additionally, practical knowledge of a second ILO language, either Spanish or French, is required. Candidates whose mother tongue is not one of the ILO's working languages must possess a satisfactory knowledge of at least one of the ILO's working languages and are expected to acquire proficiency in a second working language during their initial years of service if appointed.

Additional Notes:
The contract type is fixed-term, with the initial contract lasting for 24 months. If the selected candidate is an external applicant, they will be subject to a probationary period during their first two years of service. Any subsequent contract extension will depend on satisfactory conduct and performance during the probationary period. All employment contracts and extensions are governed by the ILO's Staff Regulations and other applicable internal rules. Candidates must complete an online application form to apply for this position. The recruitment process may include assessments, which could involve written tests and competency-based pre-interviews, followed by interviews conducted within 3 to 4 months after the application deadline. The ILO reserves the right to use communication technologies for candidate evaluations, including Skype and videoconferencing. The ILO maintains a zero-tolerance policy towards sexual exploitation and abuse, ensuring that no staff member or beneficiaries of the organization's assistance are victims of such acts. The ILO does not charge any fees during the selection process and does not require candidates to provide bank details.