Programme Associate (Meeting Programming)

Overview

Coordinate and plan meetings, support organizational requirements, ensure efficient meeting services

You have:

• Secondary School Education.
• Five years of experience in administration, programme planning and/or meeting services.
• Working knowledge (proficient - level C) of English and one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish).
• Good knowledge of MS Office applications, Internet and office technology equipment.
• Must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application.

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 Council, supports all Governing and Statutory Bodies of FAO and all Corporate events and meeting with Permanent Representatives as well as external meetings hosted by the Organization. It houses the Multilingualism expertise of the Organization, delivering corporate language goods and services. CSG also provides Protocol and Meeting services to the Organization. The Meetings Services Branch (CSGM) carries out the scheduling and programming of all meetings of the Organization. It is responsible for overseeing and supporting the planning and provision of logistical facilities for the conduct of such physical and virtual meetings. The position is located in the Meetings Services Branch (CSGM) in the Governing Bodies Servicing Division (CSG) at FAO headquarters in Rome, Italy.

Main Purpose The Programme Associate (Meeting Programming) plays a lead role in the coordination and planning of meetings with secretariats/external organizers. S/he coordinates CSG support to meetings organized at headquarters and in Decentralized Offices, supervising divisional inputs and monitoring requests for meetings organized by external entities. S/he performs a broad range of programme, planning and budgeting activities requiring in-depth analysis and interpretation of meetings-related policies, procedures and practices.

Supervision Received/Exercised The Programme Associate (Meeting Programming) reports to the Conference Officer (Group leader). Work is performed autonomously, showing a high degree of initiative and independent judgment. Supervision received is focused on facilitating meeting-service delivery. The incumbent provides guidance and training to programme support staff in the Division. Working Relationships The Programme Associate (Meeting Programming) maintains a wide range of contacts with colleagues from headquarters and Decentralized Offices, with central units, external clients and other UN agencies ensuring the quality and consistency of meeting support services.

Key Functions/Results

• Evaluate all meeting requests from headquarters and Decentralized Offices, plan and coordinate support with CSG units; • Evaluate and disseminate information and relevant schedules in contact with meeting secretariats; • Monitor the Meeting-Services account to advise meeting secretariats, evaluate and share information, request and coordinate support; • Review meeting services and make recommendations to improve procedures and processes; • Provide guidance and defines requirements for development of systems related to meeting planning and management; • Monitor requests for meetings organized by or in connection with affiliate staff and/or by entities external to the Organization at FAO headquarters and in the Decentralized Offices; • Liaise with meeting organizers to request background information and evaluate the nature of the event based on the purpose and participation of external entities in the organization and delivery of the meeting; • Provide guidance on policy and practice to ensure that relevant clearance is requested from Senior Management before agreeing to the provision of meeting services; • Support FAO Divisions in their biennial submission of Divisional Meeting Programmes for the Preparation of the Work and Budget; • Supervise, evaluate and process the submission of unscheduled virtual meeting sessions organized at headquarters and in Decentralized Offices; • Liaise with external entities requesting to host non-FAO meetings on FAO premises and coordinate internal activities for the provision of services; • Determine with FAO secretariats their virtual meeting planning in close collaboration with the office of CSG Director and supporting services; • Support knowledge building and knowledge sharing across the Division through training of staff and briefing on procedures and processes; • Perform other functions as required.

Impact of Work The incumbent's work impacts directly on the smooth and efficient operations of support services. He/she plays a lead role in the coordination and provision of meeting support services for the successful achievement of the Division's mandate.

______________________________________________________________________________________________________ CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education. Experience: Five years of experience in administration, programme planning and/or meeting services. Languages: Working knowledge (proficient - level C) of English and one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish). IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment. Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.

Competencies • Results Focus • Team Work • Communication • Building Effective Relationships • Knowledge Sharing and Continuous Improvement

Technical Skills • Work experience in one or more large international organizations; • Extent and relevance of experience in the supervision of multi-cultural teams.

Desirable Qualifications and Skills • Thorough knowledge of the essential elements of meeting services activities and procedures; • Experience in a meeting services division.

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Potential interview questions

Added 4 years ago - Updated 1 year ago - Source: fao.org