Meetings Associate

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient inclusive resilient and sustainable agrifood systems for better production better nutrition a better environment and a better life leaving no one behind.
FAOs commitment to environmental sustainability is integral to our strategic objectives and operations.

The Secretariat of the Joint FAO/World Health Organization (WHO) Codex Alimentarius Commission (CAC) which is the executive organ of the Joint FAO/WHO Food Standards Programme is located in the Joint FAO/WHO Centre (Codex Food Standards and One Health) in FAO Headquarters. The Secretariat is under the programmatic responsibility of the relevant Deputy Director-General and Assistant Director-General of FAO and WHO respectively while administratively under the supervision of the FAO Deputy Director-General of the Natural Resources and Sustainable Production Stream.
The Secretariat is administered in accordance with the rules and regulations of FAO. It services the sessions of the Commission and its subsidiary bodies and acts as liaison between the Commission and interested sectors of FAO and WHO as well as the World Trade Organization (WTO) United Nations and other international governmental and non-governmental organizations concerned with the safety quality and trade aspects of food standards.

The position is located in the Joint FAO/WHO Centre (CJWC) at FAO headquarters in Rome Italy and provides support to 15 to 20 intergovernmental multilingual meetings per year including the Codex Alimentarius Commission (CAC) and its Executive Committee convened either in FAO Headquarters or in WHO Geneva and Codex subsidiary bodies convened in CAC designated host countries or co-host countries and in different formats (in-person virtual hybrid).

Main Purpose

The Meetings Associate acts as contact person and coordinator for all administrative logistics and documentation support activities of international meetings and conferences held at FAO. He/she ensures the smooth preparation and organization of meetings and the registration and accreditation of meeting participants in compliance with relevant policies and procedures.

Supervision Received/Exercised

The Meetings Associate reports to the Secretary Codex Alimentarius Commission.
Work is performed autonomously showing a high degree of initiative and independent judgment. Supervision received is focused on facilitating service delivery. The incumbent provides guidance training and supervision to meetings support staff in the Division.

Working Relationships

The Meetings Associate maintains a wide range of contacts with colleagues within the Team and with managers staff meeting participants and business partners inside and outside the Organization while coordinating the preparation and organization of meetings at FAO.

Key Functions/Results

Manage arrangements and administrative support for meetings and conferences held at FAO; act as contact person for all meetings support issues and activities;
Receive screen and draft a variety of correspondence related to the preparation and organization of meetings and conferences held at FAO; follow-up on deadlines and necessary actions to be taken;
Supervise the preparation of pre- and in-session meeting documents using the appropriate templates and liaising with relevant units; proofread and check working documents ensuring consistency of format and translations; ensure the timely translation printing dispatch and storage of meeting documents;
Assist in the financial planning and management of meetings and maintain financial records and running balances; draft Letters of Agreement with host governments or other organizations involved in hosting meetings;
Supervise logistics arrangements for meetings held at FAO; ensure the provision of meeting rooms facilities and equipment as required;
Supervise administrative and personnel matters; prepare draft requests for conference staff and for recruitment of temporary staff; initiate a variety of administrative transactions in FAOs computerized financial/personnel systems; maintain detailed records for each meeting;
Receive and route communications and visitors; respond to specific and complex queries from both within and outside the Organization by applying a thorough knowledge of meeting activities policies and established procedures;
Distribute work and supervise meetings support staff and temporary staff recruited during meetings;
Manage and improve the filing and storage of relevant meetings information (lists of participants correspondence lists mailing lists etc.) as well as meeting statistics; compile reports as required;
Find adequate solutions to problems and issues arising and recommend improvements to current work processes;
Perform other duties as required.

Impact Of Work

The incumbents work directly affects the smooth and efficient administration and organization of meetings held at FAO. He/she plays a lead role in the coordination and provision of the meetings support services for the successful achievement of the Division/Offices mandate.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education.
Experience: Five years of experience in administrative and logistics support of meetings and conferences.

Languages:
Working knowledge (proficiency - level C) of English;
Working knowledge (proficiency - level C) OR Intermediate knowledge (intermediate proficiency - level B) of at least one of the other working languages of the Organization (Arabic Chinese French Russian or Spanish).
IT Skills: Very good knowledge of the MS Office applications Internet and office technology equipment

Residency: 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 valid visa to work or valid 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

Competencies

Results Focus
Teamwork
Communication
Building Effective Relationships
Knowledge Sharing and Continuous Improvement

Technical Skills

Thorough knowledge of meetings procedures and conference registration systems
Thorough knowledge of meeting cycle planning organization procedures and classification
Good knowledge of corporate computerized financial / travel / personnel systems
Very good knowledge of the communication and documentation standards and related systems
Good knowledge of virtual meeting platforms (Zoom MS Teams WebEx) and digital information systems

Desirable Qualifications And Skills

Knowledge of the Codex Alimentarius Commission and subsidiary body meetings
Training and experience in administration conference management or event coordination
Experience in supporting international multilingual meetings and conferences including knowledge of UN intergovernmental meeting protocols accreditation and workflows
Extent of knowledge on different meeting registration systems such as: Codex ORS FAO Event Registration INDICO-UN and Cvent
Experience in planning and supporting webcasting hybrid meetings and virtual participation for a global audience
Extent of experience in web editing and desktop publishing (e.g. Adobe Suite) to support availability of meeting documentation and related information
Demonstrated capacity to multitask supporting multiple meetings in different phases of preparation
Demonstrated strong interpersonal skills and ability to liaise effectively with high level delegates and government and IGO/NGO personnel

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based 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 Members and persons 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 FAOs values
FAO as a Specialized Agency of the United Nations has a zero-tolerance policy for conduct that is incompatible with its status objectives and mandate 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
FAO staff are subject to the authority of the Director-General who may assign them to any of the activities or offices of the Organization.

FAOs commitment to environmental sustainability is integral to our strategic objectives and operations.

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient inclusive resilient and sustainable agrifood systems for better production better nutrition a better environment and a better life leaving no one behind.

ADDITIONAL INFORMATION

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 The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments
Appointment will be subject to certification that the candidate is medically fit for appointment accreditation any residency or visa requirements and security clearances.
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 valid visa to work or valid 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
For additional information visit the FAO employment website: competitive compensation and benefits package is offered. For information on UN salaries allowances and benefits click on the following link:
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 withlanguage 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

Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work character education military and police records to ascertain any and all information which may be pertinent to the employment qualifications
Incomplete applications will not be considered
Personal information provided on your application may be shared within FAO and with other companies acting on FAOs behalf to provide employment support services such as pre-screening of applications assessment tests background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time by withdrawing your application in such case FAO will no longer be able to consider your application
Only applications received through the recruitment portal will be considered

Your application will be screened based on the information provided in your online profile
We encourage applicants to submit the application well before the deadline date.

If you need help or have queries please create a one-time registration with FAOs client support team for further assistance: IS A NON-SMOKING ENVIRONMENT

FAO staff are expectedto adhereto FAO Values of Commitment to FAO

Respect for All and Integrity and Transparency