Head, Conference Management Unit
Vacancy no.: RAPS/4/2023/RELMEETINGS/02
Publication date: 30 August 2023
Application deadline (midnight Geneva time): 30 September 2023
Job ID: 11160
Organization Unit: RELMEETINGS
Contract type: Fixed Term
The following are eligible to apply:
- ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the ILO Staff Regulations.
- External candidates.
Staff members with at least five years of continuous service with the Office are encouraged to apply.
Applications from candidates who have already separated from ILO service upon retirement or early retirement, will not be considered.
The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to email@example.com.
The ILO welcomes applicants with experience in working within ILO constituents (governments, employers’ and business membership organizations, and workers’ organizations).
Applicants from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future would be particularly welcome. A list of these countries can be found here: ILO Jobs: Non- and under-represented Member States
In addition to the interviews and tests that any candidate may be required to take, successful completion of the ILO Assessment Centre is required for all external candidates and any internal candidate applying to a higher category.
Notwithstanding the general considerations set out in the ILO Staff Regulations, this vacancy announcement is the only authoritative document pertaining to the qualifications required for this position. The minimum required qualifications were determined in view of the specific duties and responsibilities of this position.
The specific language requirements for this position are detailed hereunder. However, candidates applying for the professional category vacancies who have not already successfully completed their probationary period within the ILO and whose mother tongue is not one of the working languages of the Office (English, French and Spanish), shall be required to possess a fully satisfactory working knowledge of at least one of the ILO working languages. If appointed they may be required to acquire a knowledge of a second working language of the Office during their initial years of service.
The position is located in the Conference Management Unit (CMU) of the Official Relations and Conference Management Branch (OFFCONF) within the Official Meetings, Documents and Relations Department (RELMEETINGS). RELMEETINGS is responsible for servicing the governing organs of the ILO (International Labour Conference, Governing Body and Regional Meetings), and for official relations with Member States. In addition to planning and organizing the sessions of those organs, it renders a wide range of support to tripartite constituents in preparation for, during and in the follow up to ILO official meetings.
The position is responsible for the overall technical and logistical coordination of ILO official meetings as well as the operational management of the Conference Management Unit which is composed of the audio-visual team and the room conference assistants.
The position reports to the Chief of OFFCONF.
1.Plan, lead and oversee the entire organization, logistics, conference and meeting room services related to ILO overall official meetings including the International Labour Conference, Governing Body, Regional Meetings, and other meetings and events.
2.Coordinate and oversee integrated services for the delivery of meetings: logistical and technical services e.g. space allocation, accreditation.
3.Supervise the team responsible for the full range of activities involved in the unit
4.Develop operational procedures and guidelines and provide solutions for the delivery of timely and effective conference planning, execution and follow-up.
5.Coordinate the material preparation for the operation of meetings, taking into consideration the needs of the organizers.
6.Produce and analyse a range of statistics relating to the effectiveness of meeting services and the tools and technologies utilized; formulate recommendations for the management to improve the efficiency and effectiveness of the delivery of conferences.
7.Coordinate and communicate in a timely manner with internal stakeholders as well as external service providers, other UN agencies.
8.Keep abreast of new developments and best practices in the realm of meeting logistics and services.
9.Develop and maintain good working relations with officials at all levels; participate and represent the Unit in meetings (internally and externally) dealing with items within the scope of his/her responsibilities such as inter-agency meetings.
10.Perform other relevant duties as assigned.
These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:
- Responsible for managing a specialised work programme, such as marketing, publications, program development or specific projects.
- Analyse work procedures and methods and adapt them to present circumstances and situations. Keep up-to-date with technological or other advances in the occupational field. Formulate recommendations and implement measures to introduce new working methods with a view to improving productivity and achieving the objectives of the work programme.
- Ensure delivery of the work programme in compliance with Office rules and procedures.
- Develop guidelines on work methods and procedures for the work unit and control the quality of outputs.
- Represent the work unit in technical, administrative and decision-making meetings.
- Prepare Programme and Budget proposals for the work unit. Collaborate directly with the supervisor in the management of resources.
- Manage staff. Plan and determine staffing measures, including replacements, external recruitment and outsourcing of work within budgetary limits in accordance with Office rules and procedures.
- Prepare periodic briefs and reports on the work unit’s outputs and activities.
Advanced university degree (Master’s or equivalent) in business administration, conference or event management, international relations, public relations, public or business management or other relevant field. A first-level university degree (Bachelor’s or equivalent) in one of the afore-mentioned fields with an additional two years of relevant experience, in addition to the required experience stated below, will be accepted in lieu of an advanced university degree.
At least seven years of experience, including at the international level, in conferencing management.
Excellent command of one working language (English, French, Spanish) of the Organization and a working knowledge of a second working language of the Organization.
In addition to the ILO core competencies, this position requires:
In-depth knowledge of meeting/event management skills; excellent negotiation skills; familiarity with administrative and technical aspects of conference services in the UN system. Analytical, judgment, decision-making and problem-solving skills. Excellent drafting skills. Good communication and presentation skills. Negotiation skills. Computer applications skills. Planning, organisational and management skills. Teamwork and collaboration. Organizational commitment. Client and service orientation. Networking and building partnerships. Ability to develop, implement, monitor and evaluate activities of the work unit. Tact and persuasiveness in dealing with people. Demonstrated ability to effectively monitor work programme and resources. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
Conditions of employment
- Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. Any offer of employment with the ILO is conditional upon certification by the ILO Medical Adviser that the person concerned is medically fit to perform the specific inherent requirements of the position offered. In order to confirm an offer from the ILO the successful candidate will be required to undergo a medical examination.
- The first contract will be issued for a twenty-four month period.
- A successful external candidate will be on probation for the first two years of assignment.
- Any extension of contract beyond the probation period is subject to satisfactory conduct and performance.
For more information on conditions of employment, please visit the ILO Jobs International Recruitment page.
Any officials of the General Service category interested in applying to this position are hereby informed that, if selected, they will be offered the salary and allowances applicable to the grade of the position applied for, which may result in substantial changes in their take-home remuneration. In accordance with Article 3.4 of the Staff Regulations, the salary of an official, upon promotion, shall in no case be greater than the maximum salary of the grade to which he or she was promoted. For any questions or clarifications, please contact your HR partner at firstname.lastname@example.org
Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.
Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 3 to 4 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.
Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc. for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.
The ILO has zero tolerance for acts of sexual exploitation and abuse (SEA) and is determined to ensure that all staff members and all beneficiaries of ILO assistance do not suffer, directly or indirectly, from sexual exploitation and abuse.
To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organisation, the ILO may conduct a background verification of candidates under consideration.
The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.
However, we have found similar vacancies for you: