Department/ Office: Economic Commission for Africa
Duty Station: ADDIS ABABA
Posting Period: 3 October 2013-2 November 2013
Job Opening number: 13-CON-ECA-31044-R-ADDIS ABABA (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
This position is located in the Conference Coordination Unit (CCU) of the Conference Services Section (CSS), within the Division of Administration (DoA). This position is under the general supervision of the Chief of the Conference Services Section, and the direct supervision of the Chief of Conference Coordination Unit.
Responsibilities
Within limits of delegated authority, the Chief, Meeting Planning and Servicing Sub - Unit will be responsible for the following duties:
- Analyzes requests from substantive offices for meetings to be included in the draft calendar of meetings;
- Review existing legislation (General Assembly and ECOSOC resolutions) to ensure that all requested services are implemented within established rules and procedures;
- Coordinate with substantive offices to ensure that they have the capability and resources to meet the programme as proposed;
- Negotiate changes in dates and/or provisions of services as deemed appropriate;
- Monitors the work of assigned conference committees for efficient utilization of conference resources and advises substantive offices on procedures and possible cost-effective measures.;
- Coordinates with the Strategic Planning and Operational Quality Division (SPOQD) and contributes to and analyzes the programme budget implications on conferences organized by assigned committees;
- Manage and monitor, in a timely and efficient manner, the requests for services to be rendered to conferences and meetings at and away from Headquarters;
- Schedules additional and urgent meetings and ensures proper servicing of these meetings by evaluating their needs and availability of additional resources required;
- Supervise the proper logistics arrangement of major meetings, conferences, and events, organize and coordinate preparatory meetings with relevant offices and delegations for a successful delivery of all actions related to such events.;
- Advise host government officials on logistics, financial and other requirements, and negotiates the terms of the Host Country Agreement for the meetings/conferences;
- Implement innovative ideas for the planning, servicing, and monitoring of events and related activities, for increased satisfaction of clients and income generation of the UNCC;
- Coordinate the implementation of systems to improve the planning, monitoring and periodic reporting on meetings and conferences to the respective legislative bodies;
- Act as the focal point for Archives and Records Management for the Conference Services Section.
- Monitor the Conference Services Website to disseminate all pertinent materials on planned meetings, conferences and events in a timely manner, and to increase the visibility of the Conference Centre.
- Perform other related duties as required.
Competencies
Professionalism:
- Knowledge of the Organization's conference policies, procedures and practices.
- Ability to research, select, organize and summarize information required for the preparation of meetings and conferences.
- 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.
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.
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.
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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.
Education
- Advanced university degree (Master's degree or equivalent) in business administration, management or related area.
- A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of five years of progressively responsible experience in administration, conference management or related field.
Languages
Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is highly desirable. Knowledge of another UN official language is an advantage.
Assessment Method
Short listed candidates will undergo a written examination test and competency based interviews.
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
United Nations Considerations
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.
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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