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Job Opening
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Posting Title: |
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Chief, Meetings Management Section, P5
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Job Code Title: |
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CHIEF OF SECTION, CONFERENCE SERVICES
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Department/ Office: |
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United Nations Office at Geneva
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Duty Station: |
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GENEVA
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Posting Period: |
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1 March 2013-29 April 2013
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Job Opening number: |
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13-CON-UNOG-27199-R-GENEVA(G)
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Staffing Exercise ID: |
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N/A
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting
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This post is located in the Central Planning and Coordination Service (CPCS), Division of Conference Management (DCM), Geneva.
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Responsibilities
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Under the direct supervision of the Chief, Central Planning and Coordination Service, Division of Conference Management, the Chief of Meeting Management Section will:
- Lead and manage the Meetings Management Section;
- Elaborate and establish the strategic draft two-year programme of the servicing of all meetings for which UNOG DCM has the conference servicing mandate based on a thorough analysis of the relevant legislative mandates as approved by the General Assembly, the Security Council and ECOSOC;
- Assess the conference servicing implications arising from the afore-mentioned mandates and strategic programme, and communicate the results of the Section’s assessment to all UNOG services;
- Provide advice on a regular basis on: conference servicing policy issues; conference servicing parameters and entitlements for meetings and conferences; ways and means of ensuring maximum and efficient utilization of the conference resources; the proper coordination of all conference activities for which UNOG DCM has servicing responsibility; budgetary implications related to the holding of extra-budgetary meetings; appropriate solutions to the whole complex of conference servicing and logistical problems;
- Provide advice both to substantive secretariats and Senior Managers on all conference servicing issues related to meetings and conferences organized by Permanent Missions, specialized agencies and host country authorities, including approved servicing entitlements of meetings and the related practical arrangements to be made;
- Ensure, through the e-meets system, proper planning and updating of UNOG’s calendar of conferences and meetings for submission to the Committee on Conferences;
- Analyze the workload of meetings and assess the requirements in terms of conference and support services;
- Ensure systematic elaboration of the elements required for cost estimates of various options and advises the DCM Executive Office accordingly;
- Liaise with Headquarters for the global coordination of the calendar;
- Coordinate within DCM the provision of services to scheduled meetings (interpretation, documentation, equipment); coordinate with UNOG Division of Administration the provision of support services to scheduled meetings (technical facilities and services); ensure directly the provision of meeting rooms, office space, conference staff and secretaries; supervise the publishing and dissemination of the daily programme of meetings for the information of users and support services; participate in the management of the UNOG Webcalendar of meetings;
- Ensure the timely preparation of meeting statistics;
- Coordinate reporting on actual use of conference and support services to control organs and to the financing services for billing;
- Participate in planning missions for the organization of conferences outside UNOG and/or acting as conference coordinator for those conferences. This may include: negotiating relevant parts of Host Country Agreements; determining logistical support, technical facilities and additional costs to be borne by host countries; assisting in preparation of mission reports following planning missions; acting, when assigned, as a conference services coordinator for external conferences; and preparing reports of related missions;
- Train temporary staff members for meetings taking place outside UNOG in accordance with meeting servicing requirements;
- Represent the Service and, as required, the Division at meetings on conference planning and coordination;
- Act as Officer-in-Charge during the absence of the Chief of Service, when required.
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Competencies
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PROFESSIONALISM:
Comprehensive knowledge of United Nations rules regulations, practices and procedures pertaining to the planning and servicing of meetings; expert knowledge in planning, coordination and delivery of conference services in an international and multicultural context;
PLANNING AND ORGANIZING:
Ability to organize and effectively monitor work of the Section, requiring a clear vision for its strategic direction and ability to integrate the work of the Section into the overall Division’s work programme.
COMMUNICATION:
Excellent drafting ability and verbal communication skills; with negotiating skills and ability to convince others to reach agreement on multifaceted issues; ability to present and provide detailed explanations of difficult and complex issues with respect to key decisions and positions regarding the Section’s responsibilities to staff of the Section, Service and Division.
LEADERSHIP:
Serves as a role model that other staff members want to follow: empowers others to translate vision into results; proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of staff members to understand needs and gain support; works collaboratively with colleagues to achieve organizational goals, drives for change and improvements.
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 in the Section; accurately evaluates the amount of time and resources needed to accomplish a task and matches task sto 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.
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Education
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An advanced University degree (Maters Degree or equivalent) in administration, international affaires, management, social sciences or related field. A first-level university degree with at leat two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.
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Work Experience
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Minimum of ten (10) years of progressively responsible experience in conference services. Extensive relevant professional experience within the United Nations Common System or other inter-governmental organizations is required as well as knowledge of the UN system, its structure and functioning. Management and leadership experience in coordinating international conferences with the United Nations system organizations is desirable.
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Languages
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English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English or French is required, with a good working knowledge of the other. Knowledge of another official United Nations language is an asset.
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Assessment
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Evaluation of qualified candidates may include a written assessment. Only successful candidates who have passed the first round of assessment will be contacted to undergo the second round of assessment (competency-based interview).
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Special Notice
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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.
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United Nations Considerations
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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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No Fee
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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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