Conference Officer - Team Lead(P3)

Job Description – Conference Officer – Team Lead(P3) (2024/0697 (002493))

Organization

MTCD-Conference Services Section

Primary Location

Job Posting

2025-01-06, 11:06:08 AM

Closing Date

2025-01-27, 11:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term – Regular

Full Competitive Recruitment: Yes

This selection exercise may be used to generate a roster of pre-approved candidates to address future staffing needs for similar functions in any of the Departments and Offices of the Organization.

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the closing date for submission of applications is indicated in local time as per the time zone of the applicant\’s location.

Organizational Setting

Within this context, the Conference Services Section is responsible for providing logistical and administrative support and services and the necessary infrastructure for all IAEA meetings. The Section consists of approximately 17 staff.

Main Purpose

The Conference Officer, who reports to the Head of the Conference Services Section, is primarily responsible for planning and coordinating the day-to-day activities of the Section and ensures the provision of administrative support for all IAEA meetings.

Role

Under the guidance of the Section Head, the Conference Officer – Team Lead acts as: (1) a team leader of a group of support staff, supervising their day-to-day activities; (2) a coordinator, planning and coordinating the scheduling and arrangements for the IAEA’s high-level international meetings; (3) a focal point to the meeting organizers, external counterparts, and Member States, providing advice and guidance on administrative and organizational aspects of meetings; and (4) a planner of all logistical aspects related to meetings with the host governments, IAEA Member States, and other organizations.

Functions / Key Results Expected

1. Plan and coordinate the organizational and administrative arrangements for high-level meetings of the Agency\’s Governing Bodies (the General Conference, the Board of Governors and its committees), scientific conferences and symposia, convention/treaty meetings, and coordinate administrative arrangements for IAEA co-sponsorship and cooperation meetings with international organizations.
2. In collaboration with the Section Head and other relevant staff, prepare and monitor a comprehensive annual meeting plan and schedules.
3. Coordinate the use of internal and external meeting facilities, equipment, and services, including the interpretation services for IAEA meetings provided by the United Nations Office at Vienna (UNOV).
4. Ensure that all applicable procedures, administrative rules, and policies are followed for all IAEA meetings and that the counterparts and meeting participants receive comprehensive and timely information on the IAEA\’s major meetings.
5. In support of the above functions, plan, coordinate, and manage the day-to-day activities of the support staff (planning and coordination team).

Communication

Communicates orally and in writing in a clear, concise, and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.

Achieving Results

Takes initiative in defining realistic outputs and clarifying roles, responsibilities, and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.

Teamwork

Actively contributes to achieving team results. Supports team decisions.

Planning and Organizing

Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.

Client orientation

Helps clients to analyze their needs. Seeks to understand service needs from the client’s perspective and ensure that the client’s standards are met.

Judgement/decision making

Consults with supervisor/manager and takes decisions in full compliance with the Agency’s regulations and rules. Makes decisions reflecting best practice and professional theories and standards.

Resilience

Maintains a high level of performance when facing pressure and uncertainty. Able to remain calm and self-controlled, and to respond logically and decisively in difficult situations.

Required Expertise

Function

General Services Meetings Organization: In-depth knowledge and expertise in planning and coordinating large events and/or project management for international organizations.

General Services Meetings Organization: Thorough understanding of the organization and the management of large conferences.

Qualifications, Experience and Language skills

Bachelor\’s Degree – University degree in conference management, events planning and management, management, public administration or a related field. Advanced university degree would be an asset.

At least five years of professional experience in conference management, some of which preferably at the international level.

Fluency in written and spoken English essential. Working knowledge of official IAEA languages (Arabic, Chinese, French, Russian or Spanish) and German an asset.

Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian, and Spanish) is an asset.

Additional Information

• The IAEA\’s paramount consideration in the recruitment of staff members is to secure employees of the highest standards of efficiency, technical competence, and integrity.
• Staff Members shall be selected without any unfair treatment or arbitrary distinction based on a person\’s race, sex, gender, sexual orientation, gender identity, gender expression, religion, nationality, ethnic origin, disability, age, language, social origin, or other similar shared characteristic or trait.
• The IAEA is committed to gender equality and to promoting a diverse workforce. Applications from qualified women and candidates from developing countries are strongly encouraged.
• Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate.
• The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and the IAEA, including sexual harassment, abuse of authority, and discrimination.

Evaluation process

• The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the selection criteria stated in the vacancy announcement. Applicants must provide complete and accurate information. Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.
• Candidates under serious consideration for selection may be subject to reference and background checks as part of the recruitment process.

Appointment information

• Appointment is subject to a satisfactory medical report.
• Staff members may be assigned to any location.
• Candidates appointed to posts in the Professional and higher categories are subject to IAEA rotation policy and their maximum tour of service shall normally be seven years.
• The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

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