Conference Officer

vor 1 Woche

Wien, Österreich International Atomic Energy Agency Vollzeit

Conference Officer - Team Lead(P3) - (2024/0697 (002493))

Organization: MTCD-Conference Services Section

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2025-01-06, 4:06:08 AM

Closing Date: 2025-01-27, 4:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

Organizational Setting

Within this context, the Conference Services Section is responsible for providing logístical and administrative support and services and the necessary infrastructure for all IAEA meetings. The Section consists of approximately 17 staff.

Main Purpose

The Conference Officer, who reports to the Head of the Conference Services Section, is primarily responsible for planning and coordinating the day-to-day activities of the Section and ensures the provision of administrative support for all IAEA meetings.

Role

Under the guidance of the Section Head, the Conference Officer - Team Lead acts as: (1) a team leader of a group of support staff, supervising their day-to-day activities; (2) a coordinator, planning and coordinating the scheduling and arrangements for the IAEA’s high-level international meetings (3) a focal point to the meeting organizers, external counterparts and Member States, providing advice and guidance on administrative and organizational aspects of meetings; and (4) a planner of all logístical aspects related to meetings with the host governments, IAEA Member States and other organizations.

Functions / Key Results Expected

Plan and coordinate the organizational and administrative arrangements for high-level meetings of the Agency's Governing Bodies (the General Conference, the Board of Governors and its committees), scientific conferences and symposia, convention/treaty meetings, and coordinate administrative arrangements for IAEA co-sponsorship and cooperation meetings with international organizations.

In collaboration with the Section Head and other relevant staff, prepare and monitor a comprehensive annual meeting plan and schedules.

Coordinate the use of internal and external meeting facilities, equipment and services, including the interpretation services for IAEA meetings provided by the United Nations Office at Vienna (UNOV).

Ensure that all applicable procedures, administrative rules and policies are followed for all IAEA meetings and that the counterparts and meeting participants receive comprehensive and timely information on the IAEA's major meetings.

In support of the above functions, plan, and coordinate and manage the day-to-day activities of the support staff (planning and coordination team).

Competencies and Expertise

**Core Competencies**(Competency Framework)

**Name**

**Definition**
- Communication
- Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.
- Achieving Results
- Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.
- Teamwork
- Actively contributes to achieving team results. Supports team decisions.
- Planning and Organizing
- Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.

**Functional Competencies**

**Name**

**Definition**
- Client orientation
- Helps clients to analyse their needs. Seeks to understand service needs from the client’s perspective and ensure that the client’s standards are met.
- Judgement/decision making
- Consults with supervisor/manager and takes decisions in full compliance with the Agency’s regulations and rules. Makes decisions reflecting best practice and professional theories and standards.
- Resilience
- Maintains a high level of performance when facing pressure and uncertainty. Able to remain calm and self-controlled, and to respond logically and decisively in difficult situations.

**Required Expertise**

**Function**

**Name**

**Expertise Description**
- General Services
- Meetings Organization
- In-depth knowledge and expertise in planning and coordinating large events and/or project management for international organizations.
- General Services
- Meetings Organization
- Thorough understanding of the organization and the management of large conferences.

Qualifications, Experience and Language skills

Bachelor's Degree - University degree in conference management, events planning and management, management, public administration or a related field. Advanced university degree would be an asset.

At least five years of professional experience in conference management, some of which preferably at the international level.

Fluency in written and spoken English essential. Working knowledge of official IAEA languages (Arabic, Chinese,

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