Conference Officer

Job Posting: 17/Oct/2024 Closure Date: 07/Nov/2024, 4:59:00 PM Organizational Unit: CSG Job Type: Staff position Type of Requisition: Professional Grade Level: P-3 Primary Location: Italy-Rome Duration: Fixed-term: one year with possibility of extension Post Number: 2010436 CCOG Code: 1A04 IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device The length of appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to the extension of appointments.
---------------------------------------- - FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture - Qualified female applicants, qualified nationals of non-and under-represented Members and persons with disabilities are encouraged to apply - Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values - FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination - All selected candidates will undergo rigorous reference and background checks - All applications will be treated with the strictest confidentiality - FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.
The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.
Organizational Setting The Governing Bodies Servicing Division (CSG) provides support to the Secretariat of the Conference and the Council and supports all Governing and Statutory Bodies of FAO.
It houses the Multilingualism expertise of the Organization, delivering corporate language goods and services.
CSG also provides Protocol and Meetings services to the Organization.
The post is located at FAO headquarters in Rome, Italy, in the Secretariat Services branch (CSGS), which oversees the Secretariat functions of the FAO Conference and the Council, including on agenda-setting, documentation, correspondence and working methods.
It also supports the Secretariats of other Governing and Statutory Bodies, including the Regional Conferences, Council Committees and the Technical Committees.
CSGS is responsible for the continuous delivery of information for Members through integrated communication platforms such as the Members Gateway, Official Correspondence and the Rome-based Agencies (RBA) Calendar.
The branch supports the office of the Independent Chairperson of the Council.
Reporting Lines The Conference Officer reports to the Senior Conference Officer/Head of the Secretariat Services branch, CSGS.
Technical Focus Smooth planning and scheduling of all meeting activities.
Key Results Delivery of operations directly related to the conferences/sessions, including non-FAO meetings.
Key Functions - Supports and provides conference related services in accordance with FAO policies and regulatory framework.
- Supports processes for smooth functioning of Governing Body meetings, in particular Conference and Council.
- Collaborates in the development of improved/updated tools, systems, processes, and databases relative to Governing and Statutory Bodies.
- Supports ongoing liaison between FAO secretariat and Members, in particular Rome based Permanent Representations.
- Participates on multidisciplinary teams, and/or leads working groups/teams collaborates with other Divisions/Offices/Centres and agencies on work groups and committees, participates in the development of training and promotes knowledge sharing and best practices.
Specific Functions - Provides information and guidance to internal partners on procedures to follow regarding the preparation of, and documentation required for, the conduct of Statutory and Governing Body meetings.
- Collects and analyses information for inclusion in statutory and/or management reports, statements and/or reports to donors, as well as specific reports for Governing Bodies, donors and other partners.
- Contributes to the preparation of formal correspondence between FAO and its Members.
- Supports ongoing liaison between FAO Secretariat and Member Nations, in particular Rome-based Permanent Representations.
- Provides support to the Independent Chairperson of Council for effective discharge of his/her duties.
- Participates in CSG teams, leads working groups and/or collaborates with other Divisions, Offices and Centers on ad-hoc assignments.
- Reviews and analyses reports, procedures, conference-related and administrative rules and policies.
---------------------------------------- CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING Minimum Requirements - Advanced university degree in political science, law, business or public administration, international relations, social sciences.
- Five years of relevant experience in conference management or governance activities in an inter-governmental or international environment.
- Working knowledge (full proficiency – level C) of English and intermediate knowledge (intermediate proficiency – level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
Competencies - Results Focus - Teamwork - Communication - Building Effective Relationships - Knowledge Sharing and Continuous Improvement Technical/Functional Skills - Extent and relevance of experience in conference management activities in an inter-governmental environment of managing Governing Body sessions of a major international organization.
- Demonstrated ability to draft and edit documents.
- Knowledge and understanding of rules, regulations, statutory and legal instruments of FAO, in particular those pertaining to the establishment, functioning and procedures of Governing Body meetings, is considered an asset.
- Understanding of the functioning of UN Agencies and the UN System is considered a strong asset.
---------------------------------------- FAO staff are expected to adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.
---------------------------------------- GENERAL INFORMATION - Extension of fixed term appointments is based on certification of performance and availability of funds - FAO reserves the right not to make an appointment.
- Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
CONDITIONS OF SERVICE A competitive compensation and benefits package is offered.
For information on UN salaries, allowances and benefits, click on the following link: https://commonsystem.org/cp/default.asp Other benefits, subject to eligibility, include: - Dependency allowances - Rental subsidy - Education grant for children - Home leave travel - 30 working days of annual leave per year - Pension fund entitlements under the UN Joint Staff Pension Fund - International health insurance; optional life insurance - Disability protection FAO encourages a positive workplace culture to increase inclusivity and diversity within its workforce.
FAO applies measures in which all staff members contribute equally and in full to the work and development of the Organization.
This includes: - elements of family-friendly policies - flexible working arrangements - standards of conduct.
---------------------------------------- ---------------------------------------- HOW TO APPLY - To apply, visit the recruitment website at Jobs at FAO and complete your online profile.
We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills - Candidates are requested to attach a letter of motivation to the online profile - Once your profile is completed, please apply, and submit your application - Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO).
The list can be accessed at http://www.whed.net/ - Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications - Incomplete applications will not be considered - Personal information provided on your application may be shared within FAO and with other companies acting on FAO's behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services.
You will be asked to provide your consent before submitting your application.
You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application - Only applications received through the FAO recruitment portal will be considered - Your application will be screened based on the information provided in your online profile - We encourage applicants to submit the application well before the deadline date.
If you need help or have queries, please create a one-time registration with FAO's client support team for further assistance: https://fao.service-now.com/csp FAO IS A NON-SMOKING ENVIRONMENT