Section Head

vor 3 Monaten

Wien, Österreich International Atomic Energy Agency Vollzeit

Section Head (Conference)(P4) - (2024/0525 (002338))

Organization: MTCD-Conference Services Section

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2024-09-05, 1:09:28 AM

Closing Date: 2024-09-26, 4:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

Organizational Setting

The Department of Management (MT) provides a platform of services that serves as a foundation for the successful delivery of the IAEA’s scientific and technical programmes. Its mission statement is as follows: MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose?

One of the main functions assigned to the IAEA by its Statute is to foster the exchange of scientific and technical information and the dissemination of knowledge in the nuclear field among Member States. To facilitate the effective exchange and dissemination of information relevant to the IAEA's work and mandate, the Division of Conference and Document Services coordinates and supports the implementation of these activities for its users and clients, both internal and external, by organizing meetings and conferences, issuing documents in the six official IAEA languages, i.e. Arabic, Chinese, English, French, Russian and Spanish, and editing, printing and distributing publications.

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

Main Purpose

Reporting to the Director of the Division of Conference and Document Services, the Head of the Conference Services Section plans, coordinates and supervises all conference and events management services and activities required by the Agency in delivering its mandate of exchanging and disseminating information by organizing meetings and conferences in an efficient and timely manner. The Head of the Conference Services Section ensures the successful and efficient organization of all IAEA conferences and meetings.

Role

The Section Head is a (1) manager providing guidance and managerial support to the conference services team, and planning resources with a view to achieving efficient and effective results in accordance with the Divisional objectives (2) adviser to the Director of the Division of Conference and Document Services on all matters relating to conference services; and (3) a focal point to meeting organizers, internal and external counterparts and Member States.

Functions / Key Results Expected

Plan, lead and monitor the work of the Conference Services Section, providing managerial support and guidance to staff, maintaining a focus on quality and efficiency improvements, and ensuring the availability of adequate human and technical resources.

Provide advice to the Director of the Division of Conference and Document Services on all matters related to the activities of the Section. Keep up to date with the best practices and latest technological developments in the area of conference services.

Provide administrative and organizational guidance for high-level meetings of the IAEA's governing bodies (the General Conference, the Board of Governors and its committees) scientific and technical conferences and symposia, as well as convention/treaty meetings, and coordinate administrative arrangements for IAEA co-sponsorship and cooperation meetings with international organizations.

Advise meeting schedulers within the IAEA to achieve a balanced and efficient annual meeting plan, taking into account the IAEA services required for these meetings. 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 both within the Section and throughout the IAEA for all IAEA meetings, and that the counterparts and meeting participants receive comprehensive and timely information on the IAEA's major meetings.

Competencies and Expertise

**Core Competencies**(Competency Framework)

**Name**

**Definition**
- Planning and Organizing- Sets clearly defined objectives for himself/herself and the team or Section. Identifies and organizes deployment of resources based on assessed needs, taking into account possible changing circumstances. Monitors team’s performance in meeting the assigned deadlines and milestones.- Communication- Encourages open communication and builds consensus. Uses tact and discretion in dealing with sensitive information, and keeps staff informed of decisions and directives as appropriate.- Achieving Results- Sets realistic targets for himself/herself and for the team; ensures availability of resources and supports staff members in achieving results. Monitors prog

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