Meetings Assistant, Rome, Italy
Organization: Food and Agriculture Organization of the United Nations (FAO)
City: Rome, Italy
Office: FAO Rome
Closing date: Tuesday, 15 June 2021
CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT : 2101565
Job Posting: 25/May/2021
Closure Date: 15/Jun/2021, 9:59:00 PM
Organizational Unit : NSP
Job Type: Staff position
Type of Requisition : General Service
Grade Level : G-5
Primary Location: Italy-Rome
Duration : Fixed term: one year with possibility of extension
Post Number : 0081019
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are bas ed on date and time settings of your personal device
Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located
FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
Qualified female applicants, qualified nationals of non-and under-represented member nations and person with disabilities are encouraged to apply
Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold our values. FAO has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and FAO, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.
All selected candidates will undergo rigorous reference and background checks
All applications will be treated with the strictest confidentiality
The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization.
The Secretariat of the International Plant Protection Convention (IPPC) is responsible for facilitating the development and implementation of International Standards for Phytosanitary Measures (ISPMs) on a global level to protect the world’s plant resources from pests.
The post is located in the IPPC Secretary’s Office.
The Meetings Assistant coordinates and provides a large variety of responsible support duties related to the preparation and execution of international meetings and conferences held at FAO. He/ she ensures the set-up of infrastructure, the preparation of documentation and communication material, administrative actions, and the support of participants before, during and after the meetings.
The Meetings Assistant reports to the IPPC Secretary. Work is performed with initiative and independent judgement. The incumbent coordinates the work of other meetings support staff within the team. Supervision received is focused on the quality of work outputs.
The incumbent works closely with Senior Officer/s and the team, with other departments/ offices, with meeting participants, and with external partners, ensuring smooth and timely logistics, infrastructure, correspondence and documentation processes for the meetings.
Coordinate and prepare all administrative and logistic arrangements for meetings and conferences (i.e.provision of meeting rooms, facilities, equipment and supplies as required as well as travel for participants and non-staff; follow-up on meeting costs, plan and organize for meeting personnel, supervise the registration of participants/ delegates, act as contact person for all meetings support issues and activities;
Receive, screen, route and draft a variety of correspondence related to the preparation and organization of assigned meetings; follow-up on deadlines and necessary actions to be taken;
Process in-session meeting documents, ; proofread and check working documents ensuring consistency and compliance;
Coordinate administrative and personnel matters: prepare draft requests for conference/ meetings staff and for recruitment of temporary staff; initiate a variety of transactions in FAO’s computerised financial/personnel systems, i.e. recruitment and payment of consultants, purchase orders, ,etc.; follow up on Letters of Agreement with host governments or other organizations involved in hosting meetings; maintain detailed records for each meeting;
Receive telephone calls and visitors; respond to non-routine queries from both within and outside the Organization by applying a good knowledge of meeting activities, policies and established procedures;
Distribute work and supervise meetings support staff and temporary staff recruited during meetings; prepare daily attendance and overtime recording;
Initiate necessary arrangements for the setting up and updating of the meetings websites;
Maintain an archive of relevant information, lists of participants, correspondence lists, mailing lists, etc., as well as meeting statistics; compile reports as required;
Perform other duties as required.
Impact Of Work
The incumbent’s work impacts directly on the smooth organization and performance of meetings held at FAO. He/ she plays a lead role in the provision of meeting support services for successful achievement of the organizational unit’s mandate.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Education: Secondary School Education
Experience: Four years of experience in administrative and meetings support work
Languages: Working knowledge (Level C) of English and limited knowledge (Level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish).
IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment
Building Effective Relationships
Knowledge Sharing and Continuous Improvement
Very good knowledge of the communication and documentation standards
Very good knowledge of meetings procedures, infrastructure and registration system
Very good knowledge of corporate computerized financial / travel / personnel systems
Desirable Qualifications and Skills
Extensive experience in organizing large scale intergovernmental meetings
Very good knowledge of the FAO Meeting documentation procedures
Very good knowledge of the IPPC, its policy processes and main operational mechanisms
Very good knowledge about diplomatic protocols
Very good drafting skills to prepare official correspondence and communication
Very good organizational and planning skills
Experience in coordinating the tasks and supervising other administrative staff
Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.
FAO staff are expected to adhere to FAO Values of Commitment to FAO,
Respect for All and Integrity and Transparency
FAO does not charge a fee at any stage of the recruitment process (application, interview, processing)
Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments
General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application."Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.
No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location
Other similar positions may be filled from this vacancy notice
For additional information visit the FAO employment website: http://www.fao.org/employment/home/en/
REMUNERATION A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link: http://www.un.org/Depts/OHRM/salaries allowances/salary.htm
HOW TO APPLY
To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Once completed, please apply and submit your application, with language certificates as attachments. Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications. FAO reserves the right to request candidates to undertake a language test in the future, as appropriate
Incomplete applications will not be considered
Only applications received through the recruitment portal will be considered
If you need assistance please contact: Careers@fao.org
FAO IS A NON-SMOKING ENVIRONMENT
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Not an official document of the United Nations
Link to the organization’s job offer: https://unjobs.org/vacancies/1621967254656