Conference Operations Officer
Application deadline 2 months ago: Thursday 7 Jul 2022 at 21:59 UTCOpen application form
This is a P-2 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 2 years of experience, depending on education.
The salary for this job should be between 85,396 USD and 115,989 USD.
Salary for a P-2 contract in CopenhagenThe international rate of 57,661 USD, with an additional 48.1% at this the location, applies.
Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.More about P-2 contracts and their salaries.
OBJECTIVES OF THE PROGRAMME
The role of the Division of Business Operations (BOS) ensures the productivity and transparency of the technical programmes and the implementation of the EPW. BOS oversees budgetary and financial accountability with a risk-based approach to support the management of entrusted resources with close attention to value-for-money principles. BOS implements projects to improve EURO's productivity and ensure financial sustainability of the region's structures;develop a client-oriented culture among the enabling services; strengthen Country Office capacities; and drive strategic initiatives to enhance staff motivation and productivity. BOS strives to strengthen the capacity of the Regional Office to react in an agile way to external and internal changes.The purpose of the Administrative Services and Conferences (ASC) unit is to deliver efficient, cost effective and responsive support through a service-oriented approach for the day-to-day operations of EURO.
Responsibilities include: Infrastructure - premises & facilities, office space, asset management; Logistics - travel, transport, mail & shipment,conferences, printing, records; Administrative services - office supplies,records, protocol, privileges, and security.
DESCRIPTION OF DUTIES
To manage conference services team and coordinate operational, technical and logistical activities in support of EURO physical and virtual meetings/events. Under the direct supervision and guidance of the Head of ASC Unit, the incumbent acts as focal point in matters related to services for physical and virtual meetings at WHO/EURO:
Supervise sthe staff in the unit and organize the work in providing support for physical and virtual meetings
Contributes to the development and implementation of WHO/EURO physical, digital and hybridevent organisation standards, tools, and best practices for effective management of resources and the provision of high-quality services.
Manages and monitors subcontracts for audio-visualand other technical services, including budgetary forecasts, Terms of reference and bidding preparation, evaluation, requisition, and contracts management.
Stays abreast of new technologies and innovations for meetings and events andproposes improvements to existing services and operational processes.
Coordinates activities and functions related to the provision of conference services and meeting support at the WHO premises and away at other venues in countries.
Participates in planning meetings to discusses requirements, facilities, and conference support, and coordinates effective running of meetings with clients in divisions/offices.
Provides technical solutions as well as cost estimates to ensure optimal use of resources.;
Prepares, co-ordinates and implements thetechnical and logistical arrangements for meetings, managing various eventcomponents including space needs and design, room allocation, technical configurations for audio-visual, webcasting, interpretation, digital platforms including those of the WHO Studio and their smooth integration with on-site activities, staffing, schedules and timelines.
Oversees the use of WHO managed conference/meetingrooms and facilities at UN City; the meeting booking system and manages bookings for consistence and to avoid overbookings; manages conference budget andbilling for services provided to agencies and partners; advises on the modernization of meeting facilities,video-conference rooms, conference room technology; implements UN City asset fund for AV equipment replacement to ensure proper functioning of the facilities.
For Regional Committee and other high-level events supports the Head of ASC Unit in ensuring the overall smooth, efficient and effective running of the event by coordinating and implementing all relevant operational and technical arrangements; collaborates with relevant ASC and other WHO counterparts for logistical aspects such as travel, transportation, identity badges, cateringarrangements etc;
Acts during the absence of Head of ASC Unit and/or perform other duties as required
Essential: Relevant degree in engineering, event management, project management or field related to the responsibilities of the post. Desirable:
Essential: A minimum of two years of relevant experience working in events and conferences. Demonstrated experience in managing technicians, audio visual system and supervising external contractors. Experience in meetings with virtual participants, involving the setup of video conference and web broadcasting facilities. Demonstrated experience in contract and budget administration. Desirable: Relevant experience working in WHO or the UN system.
Essential: Demonstrated knowledge of Microsoft Office Suite audio and videosystems, web broadcasting, virtual meeting platforms, and communications tools in video editing. Sound judgment, integrity and tact when dealingwith others. Demonstrated ability to manage in a firm and efficient manner, and to establish and maintain good working relations with clients and service companies. Emotional intelligence: Ability to identify and manage one's own emotions, as well as helping others to do the same.Desirable: Demonstrated knowledge in operating and maintain IT equipment and systems. Knowledge of the WHO or UN conference/meetingprotocols.
Teamwork Respecting and promoting individual and cultural differences Communication Ensuring the effective use of resources Producing results
Use of Language Skills
Essential: Expert knowledge of English. Desirable: Expert knowledge of Danish. Intermediate knowledge of French,Russian,Germa.
WHO salaries for staff in the Professional category are calculated in US dollars. The remuneration for the above position comprises an annual base salary starting at USD 49,254 (subject to mandatory deductions for pension contributions and health insurance, as applicable), a variable post adjustment, which reflects the cost of living in a particular duty station, and currently amounts to USD 2253 per month for the duty station indicated above. Other benefits include 30 days of annual leave, allowances for dependent family members, home leave, and an education grant for dependent children.
This vacancy notice may be used to fill other similar positions at the same grade level
Only candidates under serious consideration will be contacted.
A written test may be used as a form of screening.
In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO 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 through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
Staff members in other duty stations are encouraged to apply.
For information on WHO's operations please visit: http://www.who.int.
WHO is committed to workforce diversity.
WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
WHO has a mobility policy which can be found at the following link: http://www.who.int/employment/en/. Candidates appointed to an international post with WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.
Applications from women and from nationals of non and underrepresented Member States are particularly encouraged.
*For WHO General Service staff who do not meet the minimum educational qualifications, please see e-Manual III.4.1, para 220.