Job Opening

Posting Title: Chief, Meetings Management Unit, P4
Job Code Title: CONFERENCE SERVICES OFFICER
Department/Office: United Nations Office at Vienna
Duty Station: VIENNA
Posting Period: 13 December 2021 - 26 January 2022
Job Opening Number: 21-Conference Services-UNOV-168490-R-Vienna (G)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Meetings Management Unit (MMU), Planning, Coordination and Meetings Section (PCMS), Conference Management Service (CMS), Department for General Assembly and Conference Management (DGACM) and is located at the United Nations Office at Vienna (UNOV), under the Division for Management (DM) in Vienna, Austria. The incumbent will receive policy guidance from the Chief of the Conference Management Service (CMS) and the Chief of the Planning, Coordination and Meetings Section (PCMS).

For more information on UNOV, please visit the website: www.unov.org.

Responsibilities

Within delegated authority the Chief of the Meetings Management Unit (MMU) will be responsible for the following duties:

• Planning and coordinating meetings held at the Vienna International Centre (VIC):
- allocating facilities and services in accordance with entitlements and requirements of the different bodies, ensuring an even distribution while accommodating all mandated meetings within approved budgetary resources and resulting from servicing agreements with clients. Presenting cost estimates and letters of agreement to in-house and external clients;
- controlling the master record of all reservations and monitoring updates as necessary, verifying and approving confirmation of conference services; consulting with substantive offices and other service providers with a view to determining any administrative or financial implications.
• Planning, leading, coordinating and monitoring the work of the Meetings Management Unit (MMU): directing the day-to-day operations, advising on priorities and providing managerial support and guidance when required. Maintaining a focus on quality and efficiency, and ensuring the availability of adequate human and technical resources.
• Ensuring the successful and efficient organization of all conferences and meetings for which UNOV/CMS has a servicing responsibility and that all applicable procedures, administrative rules and policies are followed both within the Unit/Section/Service and the meeting organizers.
• Coordinating diverse projects in the Unit/Section, and in liaison with other organizations of the United Nations System, donors and agencies as appropriate.
• Providing advice to the Chief of CMS and the Chief of PCMS on all matters related to the activities of the Unit. Contributing to the policy-making process of the Service, inter alia by participating in Directors’ meetings, representing the Service in inter-departmental management groups and task forces, and advising the relevant services at the VIC of the substantive decisions, developments in DGACM and on their appropriate local implementation.
• Keeping up to date with good practices and latest technological developments in the area of conference service and coordinating the contribution by CMS to the governance, maintenance and development of the IT tools used in Meetings Management, such as the gMeets application.
• Participating in the development of policies and procedures relating to all aspects of planning for and servicing United Nations conferences and meetings, and in the coordination with other organizations for which UNOV/CMS has a servicing responsibility at the VIC, as well as within the Department for General Assembly and Conference Management Services (DGACM).
• Providing advisory services to all internal and external clients in the organization of meetings and their logistical support. Additionally, consulting with the Austrian Government authorities, other host governments, permanent missions and external organizations including potential donors regarding all aspects of meetings planning and servicing. Coordinating the use of internal and external meeting facilities, equipment and services.
• Coordinating support to conferences and meetings held at locations other than the established duty station. Participating in planning missions and consulting with host government officials as to site suitability, formulation of cost estimates, staffing requirements, protocol and related questions, and advising the host government on local resources required to service such conferences and meetings.
• Interpreting the relevant resolutions of the main organs of the United Nations by intergovernmental bodies on matters such as organization of work, guidelines to reduce wastage resulting from cancellation of scheduled meetings and utilization of conference resources, providing analytical data to be submitted to intergovernmental bodies, and monitoring the implementation of and adherence to these.
• Analyzing text of draft resolutions for conference servicing and budgetary implications, contributing to the preparation of statements of administrative and financial implications to be submitted to intergovernmental bodies, the General Assembly or the Economic and Social Council and providing, for that purpose, detailed information about servicing requirements, related costs as well as supporting data about past experience with bodies under consideration, and, on behalf of the Service, presenting to and defending these statements with the office of Financial Resources Management Services.
• Planning and overseeing the formulation of the Vienna part of the Calendar of Conferences and Meetings of the United Nations submitted to the Economic and Social Council (ECOSOC), the Committee on Conference and the General Assembly, analyzing requests for inclusion and negotiating with substantive bodies, advising them on applicable rules and procedures, reviewing mandates and entitlements, consulting with other duty stations and regional offices, revising and updating information. Supervising the monthly electronic publishing of the Vienna Calendar of the United Nations (UN), the United Nations Industrial Development Organization (UNIDO) and the Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization (CTBTO) PrepCom meetings, ensuring consistency and accuracy of data.
• Carrying out programmatic/administrative tasks necessary for the functioning of the Unit:
- monitoring performance parameters and statistical indicators;
- reporting on budget/programme performance;
- preparing inputs for the budget;
- evaluating staff performances (e-Performance);
- interviewing, evaluating and proposing candidates for selection for job openings.
• Managing, guiding and training staff under direct supervision, including temporary support staff for meetings.
• Performing other work-related duties as required.

Competencies

• Professionalism: Has thorough understanding of the organization and management of large conferences in an international scene. Has expert knowledge and proven skills in planning, coordination and delivery of meetings servicing. Has proven ability to contribute to policy-making and problem-solving, and providing policy guidelines and producing reports and papers in the technical field of work in general. Has knowledge of UN policies and procedures and operations related to meetings servicing. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

• 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; meets timeline for delivery of products or services to client.

• Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Education

An advanced university degree (Master’s degree or equivalent) in languages, communication, international relations, public administration, management or related field is required. A first-level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of seven years of progressively responsible experience at the international level in the area of conference servicing is required.

Several years of experience in management, programme and project planning and analyses is required.

Management and leadership experience in coordinating international conferences in the United Nations system and other international organizations is desirable.

Experience with procedures and practices for United Nations conferences is desirable.

Experience and proficiency in software applications developed for meetings management is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in English, is required. Knowledge of another United Nations official language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.

All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect.

The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her.

Vienna is classified in the H category and is a family duty station.

For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 31 August 2021, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brunei Darussalam, Cabo Verde, Cambodia, China, Comoros, Congo, Cuba, Democratic People's Republic of Korea, Djibouti, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Haiti, Israel, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Namibia, Nauru, Norway, Oman, Palau, Papua New Guinea, Qatar, Republic of Korea, Russian Federation, Saint Lucia, Saint Vincent and the Grenadines, San Marino, Sao Tome and Principe, Saudi Arabia, Solomon Islands, Somalia, South Sudan, Suriname, Timor-Leste, Tonga, Turkey, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Bolivarian Republic of Venezuela.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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