Conference Associate

Contract

This is a World Bank Group grade: GE contract. More about World Bank Group grade: GE contracts.

Conference Associate

Description

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. Visit www.worldbank.org.

GLOBAL CORPORATE SOLUTIONS

Reporting to the Managing Director and World Bank Group Chief Administrative Officer, Global Corporate Solutions (GCS) brings together the functions of Corporate Security, Corporate Real Estate, and Corporate Services.

ABOUT THE UNIT

The Corporate Services (GCSCS) unit within GCS provides services to the WBG in the areas of Travel and Visa services; Translation and Interpretation; Creative Services (which includes Printing Services; Graphic Design, and Editorial Production & Publications); Food and Conference Services, and Audio-Visual Services; Mail & Shipping; Staff Services, which includes Fitness Center, Child Care, and Commuter Services; and the Art Program. The unit also provides administrative oversight to the WBG Family Network and the 1818 Society and is responsible for setting the policy framework and service standards, and for delivering services through a combination of staff and vendors at WBG headquarters (HQ) in Washington, DC and in Country Offices. GCSCS has about 130 staff and about 1,000 contractors.

To achieve its purpose, GCSCS is structured into two main divisions: (I) Travel and Client Services (GCSTC), and (II) Business Services (GCSBA). GCSCS also has the GCS Service Desk and Business Unit support team in Chennai.

The GCS Food and Meeting Services Unit (GCSFB) is part of GCSTC and is responsible for provision of food services at WBG HQ, including cafeterias, coffee bars, executive dining room, private dining rooms, catering, and food for the onsite childcare centers; for supporting official events that take place in the publicly available meeting rooms and conference spaces at HQ and in the Paris Conference Center; and for administering office hoteling spaces around the HQ campus. GCSFB works closely with the food services vendor, the event planning / event set up / office hoteling vendor, and the audiovisual (AV) services vendor to deliver these services.

The Conference Associate reports to the GCSFB Senior Project Manager (SPM), Conference Services, and works closely with other staff in GCSFB.

DUTIES AND ACCOUNTABILITIES

- Works with the Conference Services SPM to develop strategy, work program, and action plans for the delivery of high quality and cost-effective conference and office hoteling services. - Collaborates with the audiovisual (AV) Project Manager to develop seamless communication and coordination between the events and audio-visual vendor teams. Support AV Project Manager on digital signage solutions. - Oversees the daily operation of the events vendor teams under the supervision of the Conference Services SPM. - Supervises and coordinates events logistics managed by the vendor. Works closely with Conference Services SPM to ensure smooth vendor workflow to meet clients’ demands. - Responsible for the Events Management System (EMS). Builds queries, produces EMS reports. - Works closely with the events and audiovisual team to ensure data is reported in timely and accurate manner. - Conducts analysis of events data and prepares presentations and reports for GCSFB, GCS management, and others. - Oversees the HQ Information Desk support staff. - Serves as liaison between the Paris and HQ conference teams. - Provides assistance to Meetings Secretariat Team for the WBG/IMF Annual and Spring Meetings - Assists with market research and benchmarking with IFIs and other institutions. - Participates in the development, administration, and analysis of client surveys and follows up with clients as necessary. Reviews clients’ feedback generates reports as needed and works with Conference Services SPM on action plans to address feedback. - Works with Conference Services SPM on communications, reports, and presentations. - Assists Conference Services SPM in conducting quality control check and reviews events and audio-visual websites for accuracy. Works with vendor or independently to update websites. - Participates in internal meetings, quarterly and contract review meetings with service providers and business partners. - Reviews quotes provided by vendors for equipment and other purchases, verifies deliveries, and works with GCS business process unit to ensure timely payment. - Works with GCS Business Units to ensure invoices are paid on time. - Assists Conference Services SPM in the management of various Conference Services related projects and serves as backup as needed.

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. Visit www.worldbank.org.

GLOBAL CORPORATE SOLUTIONS

Reporting to the Managing Director and World Bank Group Chief Administrative Officer, Global Corporate Solutions (GCS) brings together the functions of Corporate Security, Corporate Real Estate, and Corporate Services.

ABOUT THE UNIT

The Corporate Services (GCSCS) unit within GCS provides services to the WBG in the areas of Travel and Visa services; Translation and Interpretation; Creative Services (which includes Printing Services; Graphic Design, and Editorial Production & Publications); Food and Conference Services, and Audio-Visual Services; Mail & Shipping; Staff Services, which includes Fitness Center, Child Care, and Commuter Services; and the Art Program. The unit also provides administrative oversight to the WBG Family Network and the 1818 Society and is responsible for setting the policy framework and service standards, and for delivering services through a combination of staff and vendors at WBG headquarters (HQ) in Washington, DC and in Country Offices. GCSCS has about 130 staff and about 1,000 contractors.

To achieve its purpose, GCSCS is structured into two main divisions: (I) Travel and Client Services (GCSTC), and (II) Business Services (GCSBA). GCSCS also has the GCS Service Desk and Business Unit support team in Chennai.

The GCS Food and Meeting Services Unit (GCSFB) is part of GCSTC and is responsible for provision of food services at WBG HQ, including cafeterias, coffee bars, executive dining room, private dining rooms, catering, and food for the onsite childcare centers; for supporting official events that take place in the publicly available meeting rooms and conference spaces at HQ and in the Paris Conference Center; and for administering office hoteling spaces around the HQ campus. GCSFB works closely with the food services vendor, the event planning / event set up / office hoteling vendor, and the audiovisual (AV) services vendor to deliver these services.

The Conference Associate reports to the GCSFB Senior Project Manager (SPM), Conference Services, and works closely with other staff in GCSFB.

DUTIES AND ACCOUNTABILITIES

Selection Criteria

- Bachelor’s Degree (or higher) in a relevant discipline (Hospitality, Conferences or Events Management) with minimum of five years of relevant experience. Knowledge of audiovisual services a plus.

- Strong quantitative skills, including use and analysis of large data sets.

- Strong oral and written communication skills in English, French a plus.

- Strong organizational skills, detailed oriented.

- Excellent interpersonal and customer service skills.

- Ability to work in team and client-oriented environments as well as independently with minimal supervision, exercising good judgment, tact, and discretion.

- Effective handling of a variety of concurrent activities; ability to prioritize/balance competing demands; strong time management skills.

- Knowledge of computer software, including Microsoft Word, Excel, SharePoint, and PowerPoint.

- Knowledge of event management systems a plus.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.