Job Opening
Job Opening ID: 226241
Job Network : Public Information and Conference Management
Job Family : Conference Services
Category and Level : Professional and Higher Categories, P-5
Duty Station : GENEVA
Department/Office : Division of Conference Management
Date Posted : Jan 25, 2024
Deadline : Mar 9, 2024

Org. Setting and Reporting
This post is located in the Meetings Management Section, Central Planning and Coordination Service (CPCS), Division of Conference Management (DCM), Department for General Assembly and Conference Management, Geneva. The incumbent will report to the Chief, Central Planning and Coordination Service.
Responsibilities
Under the supervision of the Chief, Central Planning and Coordination Service and within delegated authority, the incumbent will be responsible for the following duties:
• Plans and directs the operations of the Meetings Management Section; ensures that requisite services to all meetings and conferences for which DCM UNOG is responsible are delivered in full, with high quality and in a timely, effective and cost-efficient manner;
• Supervises the assessment of the conference servicing implications arising from the legislative mandates and requests from extra-budgetary clients, coordinates the preparation of cost estimates and ensures full and timely communication within DCM, with UNOG divisions and services, other DGACM duty stations, and offices and departments of the UN Secretariat as may be necessary. Oversees the compilation of actual workload statistics for billing for services financed from extra-budgetary funds;
• Provides advice within DCM and guidance to clients including substantive secretariats, bureaux of conferences, permanent missions, coordinators of regional and other groups of member states, specialized UN agencies and other international organizations on all conference servicing policy and operational matters on the basis of a thorough analysis of UN rules and regulations, approved mandates and service entitlements, existing practices and service standards, and clients’ requirements.
• Formulates and supervises the implementation of the work programme of the section. Manages proper planning and updating of UNOG’s calendar of conferences and meetings for submission to the Committee on Conferences. Negotiates with secretariats of intergovernmental and expert bodies to ensure the acceptance of the most effective and cost-efficient options.
• Cooperates closely with New York and other DGACM duty stations in the framework of Integrated Global Management with a view to harmonizing servicing practices and standards and achieving more efficient overall utilization of resources.
• Ensures effective coordination of the planning and delivery of meetings services with other sections of the Central Planning and Coordination Service, DCM services and UNOG divisions and programmes. Supervises the utilization of UNOG conference facilities, the provision of temporary conference staff and the delivery of meeting assistance services in the rooms.
• Provides substantive inputs and contributes to the preparation of the pattern of conferences report, conference management report, UNOG Annual Report, proposed programme budget, programme and budget performance reports, various analyses and statistics for DCM and DGACM management, intergovernmental bodies and policymaking organs, auditors, host country authorities and clients.
• Contributes to the planning and organization of conferences held away from the established headquarters: negotiates or advises on relevant parts of host country agreements (logistical support, technical facilities, working and service standards, and related incremental costs); participates in planning missions; and acts as conference services coordinator.
• Organizes the recruitment and appropriate training of staff for the Section. Manages, guides and develops staff under his/her supervision. Ensures the proper application of the performance management system in the section.
• Represents the Service and, as required, the Division at meetings on conference management issues.
• Leads or contributes to the conceptualization, development and introduction of enhanced and new software tools for meetings planning and management, technological solutions to improve effectiveness and productivity in DCM and for clients, and innovative use of audio/video and information and communications technologies. Ensures proper use, maintenance and timely technical and content update of all e-tools utilized by the section.
• Develops innovative methods, procedures and policies in order to improve the quality, timeliness and cost efficiency of the meetings services.
Competencies
PROFESSIONALISM:
Expertise in a broad range of conference management matters and programme/project management. Knowledge of relevant United Nations regulations, rules, policies, practices and procedures and ability to apply them effectively in a complex international organizational setting. Proven analytical and strategic thinking skills. Excellent drafting ability and experience in producing notes, reports, discussion papers and project documents. Strong negotiating skills and ability to influence and persuade others and reach compromise solutions. Ability to withstand pressure and deliver results under conditions of uncertainty. Knowledge of and ability to implement technological solutions in the subject area. 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. Remains calm in stressful situations. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

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.

CLIENT ORIENTATION:
Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client. Meets timeline for delivery of products or services to client.

JUDGEMENT/DECISION-MAKING:
Identifies the key issues in a complex situation and comes to the heart of the problem quickly. Gathers relevant information before making a decision. Considers positive and negative impacts of decisions prior to making them. Takes decisions with an eye to the impact on others and on the Organization. Proposes a course of action or makes a recommendation based on all available information. Checks assumptions against facts. Determines that the actions proposed will satisfy the expressed and underlying needs for the decision. Makes tough decisions when necessary.

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. Appraises performance fairly.
Education
Advanced university degree in business or public administration, operations management, international relations, socio-economic sciences or related areas is required. A first level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Job – Specific Qualification
Not available.
Work Experience
At least ten (10) years of progressively responsible experience in conference management, administration, operations management, programme management, or related field is required.

Five (5) years of experience in activities related to conference servicing in the United Nations Common System, or similar international organizations, or in the private sector at the international level is required.

Experience in the development and implementation of organizational and technological innovation and change management related to conference services in an international multicultural setting is desirable.

Experience with modern management information systems, planning or workflow management computer applications and their implementation is desirable.
Languages
English and French are the two working languages of the United Nations Secretariat. For the post advertised, fluency in both English and French is required. Knowledge of another official language of the United Nations is desirable.