Conference Services Officer

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UNITAMS - United Nations Integrated Transition Assistance Mission in Sudan

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Application deadline 1 year ago: Sunday 26 Feb 2023 at 00:00 UTC

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This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

This UNV assignment is part of UNITAMS’ mandated activities particularly in enhancing the facilitation of venues and management of conferences and workshops for diverse stakeholders participating in the overall political process.

Within the delegated authority and under the supervision of Chief of Engineering and Facilities Management or his/her designated mandated representative(s), the UNV Conference Services Officer will:

• Analyzes requests from substantive offices for meetings to be included in the draft calendar of meetings. • Attends planning meetings and reviews existing/future plans for conferences and related activities to ensure all requirement and requested services are planned for in advance. • Plan and coordinate meetings, allocating conference facilities and services in accordance with established entitlements, legislative mandates, and budgetary resources. • Schedules planned and urgent meetings and ensures proper servicing of these meetings by evaluating needs and availability of additional resources, including catering, translation, security, printing services, etc. • Coordinates with substantive offices and Translation Unit to ensure the capability and resources to meet the programme as proposed. • Negotiates with service providers on changes in dates and /or provisions of services as deemed appropriate. • Monitors the work of assigned committees for efficient utilization of conference resources and advises substantive offices on procedures and possible cost-effective measures. • Coordinates with SRSG and political offices, Translation Unit, Budget unit, and Mission Support to ensure budget implications of conferences and other service requests. • Confirms the services to be allocated to meetings at commercial facilities and UNITAMS premises. • Supervises the meeting programme team and activities responsible for weekly and daily programmes of meetings and scheduling of ad hoc meetings. • Serves as the main focal point for conferences and related services. • Will be responsible for the overall planning of conferences away from UNITAMS premises and serves as the representative of the mission. • Oversee contracts for conference and related functions. • Explores possibilities on the use of UN agencies/country teams contracts for services for UNITAMS operation and coordinates as necessary. • Oversee the management of conference services unit resources including material and equipment. • Any other related tasks as may be required or assigned by the supervisor.

Professionalism: demonstrated understanding of operations relevant to United Nations Integrated Transition Assistance Mission in Sudan (UNITAMS; technical capabilities or knowledge relevant or transferrable to United Nations Integrated Transition Assistance Mission in Sudan (UNITAMS)procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented.

Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities.

Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects.

Bachelor’s degree or equivalent in business or public administration, social or political sciences, international relations, economics, law, media and communication or a closely related field.

A minimum of three years of progressively responsible experience in conference management, administration, or related field. Experience in coordinating conferences at the international level is required. Experience in the United Nations system or similar intergovernmental organization is desirable.

Sudan has made the headlines lately after the former regime was thrown by the people of Sudan, ending a period of 30 years dictatorship and grievances, however, heavy heritage of social, economic, and political crises was handed over to the new government. The worldwide acclaimed role played by women to bring about change has contributed to the creation of a more conducive environment to work in the area of promoting gender equality and women’s empowerment following the adoption of a Constitutional Declaration which guarantees and promotes women’s rights in all social, political, and economic fields, and combats all forms of discrimination against women. The chapter 12 on independent commissions states the establishment of Women and Gender Equality Commission, and Chapter 7 allocated not less than 40% for women in the Transitional Legislative Council. Khartoum is the capital and trading Centre of Sudan and is situated in Khartoum State, at the junction of the Blue and White Nile rivers; Omdurman is also a suburb of Khartoum, giving the urban area a population of over 3 million. It has long served as a major communications Centre between the Arab countries of North Africa and central African countries. The city lies near the rich, irrigated cotton growing Gezira area to the south and much of its trade is based on Nile River traffic. An oil pipeline links the city with Port Sudan on the Red Sea. Industries include tanning, textiles, light engineering, food processing, glassware, and printing. Sudan’s climate ranges from tropical in the south to arid dry desert in the north. Khartoum is one of the hottest capitals in the world in summer, although the winter months are cooler and pleasant. A rainy season in many areas spans from April to October. Living conditions in Khartoum are good. Khartoum is classified as a family duty station, with inadequate level of services, accommodation, and facilities. One can rent a comfortable modern apartment or house with air conditioners that mitigate the hot and dusty climate. Medical facilities are basic. The cost of living may be high, depending on the standards, particularly for food and accommodation. It is a relatively safe environment, sometimes marked by small criminality, especially due the economic crisis, legacy of the years of exclusion of the country from the international community, exacerbated by the COVID 19 pandemic. MORSS (Minimum Operating Residential Security Standards) compliance is required. Generally, the city is safe compared to other capitals in the continent. There are many restaurants and cafes for socializing, although limited sports facilities due to the climate although one can get membership of gyms for indoor exercise and there are clubs for swimming. International personnel should be prepared to use cash while in Sudan. ATM facilities are only available for local accounts. Credit cards cannot be used while in Sudan. Currency exchange and money transfer facilities, such as Western Union, are available in Khartoum. All Photography without a permit is forbidden in Sudan. Do not take photographs without express permission. Where an official is present, you must ask permission to photograph. It is advised to obtain such permission prior to any display of a camera. Dress code is modest and conservative (arms and legs covered), although trousers are acceptable for women, head scarves do not need to be worn by expatriate women in the capital, men should wear long trousers. Public displays of affection should be avoided. Public drunkenness is forbidden and possession of alcohol in Sudan is against the local laws. Visitors should always note that UN staff members are not permitted to bring alcohol into the country. As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.

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