UN Departments

Conference Management Service Officer

UN Departments

Job Description

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.

Responsibilities

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.

Competencies

• 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.

Education

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.

Work Experience

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.

Languages

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.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.

For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 31 December 2020, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brazil, Brunei Darussalam, Cabo Verde, Cambodia, China, Comoros, Cuba, Democratic People's Republic of Korea, Djibouti, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Mozambique, Namibia, Nauru, Norway, Oman, Palau, Papua New Guinea, Qatar, Republic of Korea, Russian Federation, Saint Lucia, Saint Vincent and the Grenadines, San Marino, Sao Tome and Principe, Saudi Arabia, Solomon Islands, South Sudan, Suriname, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Bolivarian Republic of Venezuela.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.

All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect.

The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her.

Vienna is classified in the H category and is a family duty station.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of International Human Rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across Duty Stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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