Conference Officer

Organizational Setting The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the 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.

The Governing Bodies Servicing Division (CSG) provides 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 and sustains liaison and communication with Members.

The function requires the ability to meet the multiple demands of complex meetings often held outside normal working hours.

The position is located in the Meetings Services Branch (CSGM) in the Governing Bodies Servicing Division (CSG) at FAO headquarters in Rome, Italy.

Reporting Lines The Conference Officer reports to the Deputy Director, CSG.

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 • Provides conference related services in accordance with FAO policies and regulatory framework. • Collects and analyzes 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 updating policies and related tools, systems, technologies and related procedures. • Participates in the development of training and related training materials and promotes best practices and capacity development at headquarters and the Decentralized Offices. • Participates on CSG teams, leads working groups, and/or collaborates with other divisions/offices on short-term assignments.

Specific Functions • Coordinates preparation of the biennial plan of sessions based on requirements from FAO divisions/offices for submission to Member Nations through the Programme of Work and Budget (PWB) as well as the preparation and monitoring of FAO sessions for reporting to Member Nations on actual meetings held through the Programme Implementation Report (PIR); • Approves Session Programming Forms (SPFs) for FAO Sessions, ensuring that these are submitted in accordance with established deadlines and duly cleared by all services concerned; • Analyses potential conflicts on meeting schedules and other issues and identify possible measures to be taken; liaises with meeting secretariats to amend/modify SPFs as needed to ensure availability of all requested services; • Prepares ad hoc reports on meeting sessions as circumstances demand and as requested; • Makes arrangements for secretariat and other services before FAO meetings and ensure their efficient functioning during sessions and plans the provision of physical facilities, audio-visual support and services for Governing Bodies and other meetings at headquarters; • Supervises and evaluates Conference facilities staff; oversees all administrative tasks related to the management of staff and of the messenger roster; • Advises Divisions on optimal use of non-staff human resources, space arrangements, in accordance with requirements of each meeting; • Liaises with relevant units on the provision of meeting facilities, to ensure adequate deployment of IT and office equipment and provision of audio-visual support as required; • Prepares planning submissions for budgetary resources for meeting-related activities; • Makes proposals for measures designed to enhance environmental sustainability of meetings. ______________________________________________________________________________________________________ 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 administration and/or organization and management of major events, meetings, conferences at a national and/or international level. • Working knowledge (proficient - level C) of English and limited knowledge (intermediate - 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 experience and relevance of experience in conference management activities in an inter-governmental environment of managing Governing Body sessions of a major international organization. • Ability to meet the multiple demands of complex meetings often held outside normal working hours. • Ability to work as a member of a team and communicate effectively to the multiple actors involved in intergovernmental meetings. • Demonstrated ability Skillfulness, accuracy and tact in handling governance issues such as ballots and elections. • Capacity to oversee staff and budgets. • Knowledge of the governance structure of FAO is considered a strong asset. • Ability to communicate clearly both orally and in writing. • Limited knowledge (intermediate – level B) of Italian would be an advantage.