Associate Events & Public Information Officer

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Description

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The Director General’s Office (DGO) provides leadership and coordination for all IAEA activities at the executive level for meeting Member States’ needs, and achieving a one-house approach and a results-based management.The Office for Public Information and Communication provides objective, accurate and timely information about the IAEA and nuclear developments that fosters public understanding of the IAEA’s global roles. It also provides advice to the Director General on relations with the media and organizes press briefings. The Office coordinates the communication activities for the rest of the house and assists in the media aspects of major IAEA events and conferences.The Media, Multimedia and Public Outreach Section has corporate responsibility for relations with the media and the public, as well as for producing audio and video materials to promote the IAEA’s activities.

Main Purpose:

Reporting directly to the Director (OPIC), the Associate Events & Public Information Officer assists and contributes to increasing awareness of the work of the IAEA by organizing and coordinating IAEA large-scale events, the Scientific Forum held during the IAEA General Conference, the World Cancer Day, the Long Night of Research and any other event organized by the Office of Public Information and Communication. He/she analyses event trends, researches speaker personalities, and implements the overall marketing strategy by supporting and ensuring the efficient operation of all IAEA events.

Role:

The Associate Events & Public Information Officer is: (i) an conceiver of events, including for the definition of the programme, the identification of speakers, the advertisement of them to maximise their audience and their impact (ii) a contributor, who assists in planning and implementing all tasks related to their organisation.; (iii) a communicator who could liaise internally and externally to cover all aspects related to organisation, including drafting invitation letters, advocacy material, organise preparatory meetings and talk directly to stakeholders at all levels. (iv) to assist Director (OPIC) in transversal communication tasks as required.

Functions  Key Results Expected:

Under the direct supervision of the Director (OPIC) and in coordination and with support of the Media, Multimedia and Public Outreach Section, the Associate Events & Public Information Officer is expected to:

• In close collaboration with the Section organises the Scientific Forum, the World Cancer Day, the Long Night of Research and any other events as required.
• Ensures conceiving and receiving internal approvals of programmes for events, including substantive contents liaising with relevant experts.
• Identifies speakers who would generate interest both inside and outside the IAEA and organise their participation through emails and phone calls at an early stage.
• Assists in the organisation of preparatory meetings, identify and set up venues with relevant IAEA Divisions or external stakeholders to ensure that logistical arrangements and facilities are timely in place and aligned with the needs of the events.
• Prepares draft budget expenses for all events planned during the year and work with Director (OPIC) to include in yearly budget planning.
• Prepares in-depth cost estimates for all expenses of each event, keep track of ongoing costs and ensure that final cost of each event is in line with available and agreed upon budget per each event.
• Prepares post-event budget reports for Director (OPIC) and Administrative Team DGO (ORDG) and analyse possible cost-saving opportunities and flag future cost increases and trends.
• Prepares advocacy materials and digital advertisement to maximise the visibility of the events.
• Identifies institutions/associations/stakeholders/NGOs to maximise participation at the events
• Manages logistics for participants and moderators, including with funding, invitations, travel, visa and accommodation with OPIC administrative assistance as needed.
• Identifies journalists who might be interested and ensure with the Sections press officers that they are contacted well in advance of the events.
• Provides assistance and ensures organizing programmes and interviews for the journalist to encourage the coverage of the events and make recommendations on improving the visibility of the events.
• Maintains an overview of the events, ensures that adequate support is provided for timely delivery of all planned activities.
• Assists the Director (OPIC) in communication tasks by drafting reports, guidelines and liaising with internal stakeholders.

Qualifications, Experience and Language Skills:

• University degree in journalism, public relations or related field.
• Minimum two years of directly relevant experience.
• Experience in events management and public relations.
• Experience in managing financial planning/cost-tracking for large events.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

Source: https://iaea.taleo.net/careersection/ex/jobdetail.ftl?job=2024/0564%20(249295)

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