Section Head (Conference)(P4)

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

Organization

: MTCD-Conference Services Section

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2024-09-05, 6:09:28 AM

Closing Date

: 2024-09-26, 9:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term – Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the closing date for submission of applications is indicated in local time as per the time zone of the applicant’s location.

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 progress and performance; evaluates achievements and integrates lessons learned. Teamwork Encourages teamwork, builds effective teams and resolves problems by creating a supportive and collaborative team spirit, remaining mindful of the need to collaborate with people outside the immediate area of responsibility.

Functional Competencies

Name Definition Client orientation Examines client plans and develops services and options to support ongoing relationships. Develops solutions that add value to the Agency’s programmes and operations. Judgement/decision making Consults with and seeks advice at the appropriate managerial level when making complex decisions. Facilitates dialogue and development of best practice to support judgement/decision making, in full compliance with the Agency’s regulations and rules. Resilience Shows resilience and composure, even in difficult or adverse circumstances. Is prepared and able to make difficult decisions in the best interest of the Agency and remains committed to seeing them through.

Required Expertise

Function Name Expertise Description Administrative Support Discretion and Respect for Confidentiality Ability to communicate with tact and diplomacy to public at different levels, in a multicultural/multidisciplinary environment with respect and sensitivity for diversity.

Qualifications, Experience and Language skills

• Advanced university degree in management, marketing, public administration, international relations or a related field. University degree with two additional years of relevant experience may be considered in lieu of advanced university degree.
• At least seven years of professional experience in conference management.
• Some experience working with an international organization is desirable.
• Thorough understanding of the organization and management of large conferences in an international organization.
• Ability to communicate effectively, both orally and in written form.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $77326 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 46318*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; Other benefits include 6 weeks’ annual leave, home leave travel, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/professional-staff/conditions

General Information

• The IAEA’s paramount consideration in the recruitment of staff member is to secure employees of the highest standards of efficiency, technical competence and integrity.
• Staff Members shall be selected without any unfair treatment or arbitrary distinction based on a person’s race, sex, gender, sexual orientation, gender identity, gender expression, religion, nationality, ethnic origin, disability, age, language, social origin or other similar shared characteristic or trait.
• The IAEA is committed to gender equality and to promoting a diverse workforce. Applications from qualified women and candidates from developing countries are strongly encouraged.
• Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity.
• The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and the IAEA, including sexual harassment, abuse of authority and discrimination.

Evaluation process

• The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the selection criteria stated in the vacancy announcement. Applicants must provide complete and accurate information. Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.
• Candidates under serious consideration for selection may be subject to reference and background checks as part of the recruitment process.

Appointment information

• Appointment is subject to a satisfactory medical report.
• Staff members may be assigned to any location.
• Candidates appointed to posts in the Professional and higher categories are subject to IAEA rotation policy and their maximum tour of service shall normally be seven years.
• The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

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