Job Opening

Posting Title: SPECIAL EVENTS OFFICER, ADMINISTRATION, P3
Job Code Title: PROGRAMME MANAGEMENT OFFICER, ADMINISTRATION
Department/Office: Department of Operational Support
Duty Station: NEW YORK
Posting Period: 10 June 2022 - 24 July 2022
Job Opening Number: 22-Administration-DOS-181832-R-New York (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Special Events Unit (SEU), Plant Engineering Section (PES), Facilities and Commercial Activities (FCAS), Division of Administration (DOA), Department of Operational Support (DOS). The SEU aids in planning, coordinating the services of internal and external service providers and executing the logistical arrangements for meetings, conferences, events and exhibits at United Nations Headquarters (UNHQ) and for conferences away from headquarters and facilitates cost recovery for UN service providers through charge backs and invoicing. The incumbent reports directly to the Chief of Plant Engineering Section.


The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration.

Responsibilities

Under the direct supervision of the Chief of Plant Engineering Section (PES) and within limits of delegated authority, the Special Event Officer will apply professional knowledge and expertise in performance of the following duties:

• Manages the unit operations and supervises overall unit staff of coordinators and administration personnel with a goal of supporting special events at the UNHQ premises, coordinating and consolidating all internal and external services for consolidated cost estimation and cost recovery from clients of all related services and expenditures.

• Participates in the development, implementation and evaluation of assigned programmes/projects, etc.; monitors and analyzes programme/project development and implementation; reviews relevant documents and reports; identifies problems and issues to be addressed and proposes corrective actions; liaises with relevant parties; identifies and tracks follow-up actions.

• Researches, analyzes and presents information gathered from requests from substantive offices and missions for meetings, conferences and events while ensuring efficient deployment of resources diverse sources.

• Handles all aspects of contract administration including establishment of service level agreements with vendors and chargeback policy for users. Assists in policy development, including the review and analysis of issues and trends, and preparation of evaluations.

• Participates and provides substantive support to consultative and other meetings, conferences, special events etc., to include proposing agenda topics, identifying participants, preparation of documents and presentations. Prepare various written reports, analysis, studies of the work performed by the Special Events Unit.

• Participates and contributes to a regular planning schedule for resources (staffing, budgetary and equipment). Coordinates activities related to budget and funding, project preparation and submission; and prepares related documents, statements and reports as necessary.

• Tasks, monitors and evaluates the performance of coordinators and administration personnel in order to maintain a high level of performance as well as a successful operation. Provides guidance on safety measures and new techniques leading to efficient performance.

• Undertakes the planning of designated conferences away from established headquarters and serves as representative of the Organization/department. Advise host government officials on logistics, financial and other requirements and negotiate the terms of the host country.

• Advises substantive offices on procedures and possible cost-effective measures as well as coordinates with them to make sure they have the capability and resources to meet the programme as proposed.

• Confirms the logistical services to be allocated to meetings and conferences at and away from UNHQs; schedules additional and urgent meetings for proper servicing of such meetings and conferences by evaluating their logistical needs and ensuring the availability of additional resources.

• Performs other duties as required.

Competencies

Professionalism: Demonstrates professional competence and mastery of subject matters related to conference support services. Knowledge and understanding of theories, concepts and approaches relevant to Project Management, Budgeting, Video Production and Event Management. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. Ability to supervise and evaluate staff performance.

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.

Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

Advanced university degree (Master's degree or equivalent) in business administration, management, economics or a related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Job - Specific Qualification

A certification in event management, project management, telecommunications, business administration, or broadcast technology is desirable.

Work Experience

A minimum of five years of progressively responsible experience in project or programme management, administration, broadcast operations, resource allocation production, event management, project management or related area is required.

A minimum of three years of experience in supervision of technical personnel such as production technicians, editors or event coordinators is desirable.

Experience in events management is desirable.

Experience working in a multicultural environment is desirable.

Experience with management of billing and cost recovery is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

Appointment or assignment against this position is for an initial period of one year.

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.

Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.

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 selected candidate must meet inoculation (vaccination) requirements against SARSCoV2 (Covid).***

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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