Programme/Meeting Assistant

Organizational Setting

The position is part of the Regional Office for Europe and Central Asia in Budapest, under the overall responsibility of the Office of the Deputy Regional Representative, dealing with the FAO Governing and Statutory Bodies in the Region which oversees the work of the Secretaries of the specific Regional Governing Bodies.

Reporting Lines

The incumbent will directly work with the relevant Secretaries of the FAO Governing and Statutory bodies in performing the below tasks, under the overall oversight of the Deputy Regional Representative (DRR) and logistical guidance from the DRR’s office.

Technical Focus

Programme/Meetings Assistant provides a large variety of support duties related to the preparation and execution of international meetings and conferences. He/ she ensures the set-up of infrastructure, the preparation of documentation and communication material, administrative actions, and the support to participants before, during and after the meetings. Work is performed with initiative and independent judgment in close cooperation with Secretaries of FAO Governing and Statutory Bodies, Senior Officers and the team, other offices, meeting participants, and external partners, ensuring smooth and timely logistics, infrastructure, correspondence and documentation processes for the meetings.

Tasks and responsibilities

• Contribute to the coordination and preparation of all administrative and logistic arrangements for meetings and conferences including facilities, equipment and supplies as required as well as travel for participants; following-up on meeting costs, plan and organize for meeting personnel, supervise the registration of participants, act as contact person for all meetings support issues and activities; • Receive, screen, route and draft a variety of correspondence related to the preparation and organization of assigned meetings; follow-up on deadlines and necessary actions to be taken; • Process meeting documents ensuring consistency and compliance; • Contribute to the coordination of administrative and personnel matters: initiating a variety of transactions and purchase orders, Letters of Agreements; maintain detailed records for each meeting; • Receive telephone calls and visitors; respond to non-routine queries from both within and outside the Organization; • Initiate necessary arrangements for the setting up and updating of the meetings websites; • Maintain an archive of relevant information, lists of participants, correspondence lists, mailing lists, etc., as well as meeting statistics; compile reports as required; • Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• High school diploma (Specialized training or education in project management, programme operations, protocol and diplomacy is an asset) • One year of relevant experience in administrative/ financial/ planning/ programming/ budgeting/ protocol/ event management activities • Working knowledge of English • Limited knowledge of Russian or other official languages of FAO REU (French, Spanish) would be an asset • Hungarian nationality or resident in the country with a regular work permit.

FAO Core Competencies

• Results Focus • Teamwork • Communication • Building Effective Relationships • Knowledge Sharing and Continuous Improvement