Job Opening

Posting Title: Chief, Conference Management Service
Job Code Title: CHIEF OF SERVICE, CONFERENCE SERVICES
Department/Office: UNITED NATIONS OFFICE AT VIENNA
Duty Station: VIENNA
Posting Period: 12 May 2016 - 10 July 2016
Job Opening Number: 16-Conference Services-UNOV-60284-R-Vienna (G)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Special Notice

Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.
- Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
- An impeccable record for integrity and professional ethical standards is essential. All staff of the Ethics Office are required to submit a financial disclosure statement upon appointment and annually thereafter.

Org. Setting and Reporting

This position is located in the Conference Management Service (CMS), Division for Management (DM) at the United Nations Office at Vienna (UNOV). The Chief reports to the Director of the Division for Management (DM) and is accountable to both to the Director-General of the United Nations Office at Vienna (UNOV) and to the Under-Secretary-General for the Department for General Assembly and Conference Management (DGACM) in accordance with their shared responsibility for the provision of conference services.

Responsibilities

Under the general supervision of the Director (DM) and the Director-General (UNOV), and guidance from the Under Secretary-General (DGACM), the incumbent will, within delegated authority, be responsible for the following functions:
• Provide policy guidance and executive supervision to the Conference Management Service (CMS) and coordinate its operations with other divisions and programmes at UNOV and the United Nations Office on Drugs and Crime (UNODC). Oversee the provision of the full range of conference services to the United Nations entities in Vienna, the United Nations Industrial Development Organization (UNIDO), the International Atomic Energy Agency (IAEA), the Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization (CTBTO) and other client organizations.
• Based on a thorough analysis of the policies, practices and requirements of the client organizations and secretariats, as well as UN rules and regulations, provide guidance to client offices to ensure the most efficient and cost-effective delivery of conference services and the use of available resources and facilities.
• Formulate and supervise the implementation of the work programme of CMS based on the forecast and analysis of the workload and capacity, and submit the proposals for Section 2 (General Assembly and Economic and Social Council Affairs and conference management) of the United Nations Programme Budget with regard to Vienna and oversee its implementation. Coordinate the resource and budgetary requirements of UNIDO, IAEA and CTBTO as related to the Jointly Financed Activities under Section 2 of the UN budget. Supervise the preparation of budget performance reports, cost estimates for conferences services, establishment of unit rates charged to client secretariats and for extra-budgetary activities.
• Collaborate closely with DGACM in New York and the conference servicing entities of the other duty stations, Geneva and Nairobi, in the framework of Integrated Global Management in order to achieve efficient utilization of conference servicing resources globally. Contribute to the formulation of DGACM's global conference management strategies and policies relating to the provision of conference services, to the organization and servicing of meetings and conferences and the effective utilization of resources under the programme budget. Develop innovative approaches, procedures and policies aimed at improving the quality of the conference services and their timeliness and cost-efficiency.
• Coordinate CMS input for reports to and additional information for oversight bodies such as the General Assembly and its Committee on Conferences as appropriate. Represent CMS/UNOV before these and other bodies, as required, and answer queries on the work of CMS from the delegations participating in the conferences and meetings of UN, UNIDO, IAEA, CTBTO and other client organizations. Represent UNOV at the International Annual Meeting on Language Arrangements, Documentation and Publications (IAMLADP).
• Ensure effective coordination between sections and units of CMS and implement the policy and standard practices in the field of conference-servicing established by the USG, DGACM. Provide policy, operational and managerial guidance to CMS staff, and approve proposals for recruitment of staff, extension of contracts or other personnel actions. Ensure the proper application of the performance management system and supervise staff development activities and training. Introduce innovative methods of work for language staff, and forges harmonious, close working relations between interpreters, translators, editors and other staff.
• Based on the Organization’s IT Strategy and that of DGACM, and in close coordination with the Enterprise Application Centre (EAC) at Vienna, facilitate support for DGACM conference management IT systems in the areas of meetings management, documents processing and translation used at all four DGACM duty stations as well as at regional commissions and other international organizations. Provide managerial guidance and business user feedback to the Unite Conferences Software Solutions (UCSS) team which is responsible for direct user support, development and maintenance of those systems.
• Oversee the utilization of the conference facilities at the Vienna International Centre in consultation with client organizations and other major users. Maintain liaison with the Austrian authorities on matters related to conference services and meetings held at the invitation of the Host Government. For conferences held away from the established headquarters, negotiate with the host government representatives the host country agreements and act as a conference services coordinator for such major conferences.
• Act as deputy for the Director, Division for Management, UNOV, when required.

Competencies

• Professionalism: Has knowledge of and ability to provide specialized advice in a broad range of conference management issues. Demonstrates professional competence and mastery of subject matter. Has ability to produce reports and papers on technical issues and to review and edit the work of others. Is able to apply UN rules, regulations, policies and guidelines in work situations. Has skills in negotiating in multilateral settings and ability to persuade and influence others to reach agreement on complex issues. Shows pride in work and in achievements; 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.

• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

• 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 for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Managerial competencies:
• Vision: Identifies strategic issues, opportunities and risks; clearly communicates links between the Organization’s strategy and the work unit’s goals; generates and communicates broad and compelling organizational direction, inspiring others to pursue that same direction; and conveys enthusiasm about future possibilities.

• Leadership: Serves as a role model that other people want to follow; empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvement; does not accept the status quo; shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

Education

Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law, social sciences or related area 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 15 years of progressively responsible relevant experience in conference management, administration, financial management, budget or related field is required. Several years of experience in activities related to conference servicing in the United Nations system, in international organizations or at the international level are required. Significant language-related management experience in international, regional or national institutions is required. Proven experience in organizing and running major international conferences and supervising IT projects related to conference management is required. Experience in change management and managing in complete and multicultural settings is desired.

Languages

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

Assessment

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

United Nations Considerations

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

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Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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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