Organizational Setting

The Governing Bodies Servicing Division (CSG) provides the Secretariat of the Conference and the Council and supports all Governing and Statutory Bodies of FAO. It houses the Multilingualism expertise of the Organization, delivering corporate language goods and services. CSG also provides Protocol and Meetings services to the Organization.
The Meeting Services branch (CSGM) carries out the scheduling and programming of all Governing and Statutory Body meetings of the Organization. It is responsible for overseeing and supporting the planning and provision of logistical facilities for the conduct of all such physical, hybrid and virtual meetings.
The post is located in the Meeting Services branch of the Governing Servicing Division (CSG) at FAO headquarters in Rome, Italy.

Reporting Lines

The Conference Officer (Meeting Planning) reports to the Conference Officer, Meeting Services, CSG.

Technical Focus

Preparation, support and coordination of in-presence, hybrid and virtual meetings. Scheduling and programming of meetings, liaison with meeting and conference organizers, operational support to meetings, coordination of meeting support staff, promotion of innovative working methods and tools.

Key Results

Collection, analysis and review of information and coordination of activities for the effective delivery of meeting services.

Key Functions

•    Plans and coordinates meeting services.
•    Ensures alignment with meeting policy and guidelines.
•    Liaises with technical and other support teams.
•    Researches and analyses policy and service delivery issues, maintains operational statistics and prepares related reports.
•    Contributes to the development of information and training materials and coordinates and assists in the presentation of information/training sessions to management and staff.
•    Performs other related duties as required.

Specific Functions

•    Ensures the preparation of meetings and events, either physical or virtual, in collaboration with organizing Divisions/Offices/Centres, protocol, security and/or external organizers.
•    Develops communication material for meeting organizers and participants.
•    Ensures adequate information sharing with FAO support services.
•    Trains and coordinates Conference Staff, plans work schedules and related assignments, follows-up on performance.
•    Acts as a focal point for any issue arising during the session.
•    Contributes to the smooth processing of meeting requests and establishment of sessions.
•    Promotes and pilots innovative working tools, to ensure adequate provision of conference support.
•    Performs other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    Advanced university degree in social sciences, political sciences, international law, international relations or another field relevant to the work of the Organization.
•    Three years of relevant experience in conference management or government-relations activities in an inter- governmental or international environment.
•    Working knowledge (full proficiency – level C) of English and intermediate knowledge (intermediate proficiency – level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).

Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building effective relationships
•    Knowledge sharing and continuous Improvement

Technical/Functional Skills

•    Work experience in more than one location or area of work, particularly in field positions is desirable.
•    Extent and relevance of experience in supporting high level events in a large organization and/or in conference management activities.
•    Ability to meet the multiple demands of complex meetings often held outside normal working hours.
•    High level of written and spoken communication.
•    Knowledge and understanding of rules, regulations, statutory and legal instruments of FAO, in particular those pertaining to the establishment, functioning and procedures of Governing Body meetings is considered an asset.
•    Understanding of the functioning of UN agencies and the UN system is considered a strong asset.
•    Ability to engage other service units in the development of innovative working tools/methods.
•    Understanding of FAO mandate and programmes is an asset.
•    Intermediate knowledge (intermediate proficiency – level B) of Italian would be an advantage.