Organizational Setting 

FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.

The Governing Bodies Servicing Division (CSG) provides the Secretariat of the Conference and the Council and supports all Governing and Statutory Bodies of FAO. It houses the Multilingualism expertise of the Organization, delivering corporate language goods and services. CSG also provides Protocol and Meetings services to the Organization and sustains liaison and communication with Members.

The Meeting Services Branch (CSGM) carries out the scheduling and programming of all Governing and Statutory Body meetings of the Organization. It is responsible for overseeing and supporting the planning and provision of logistical facilities for the conduct of all such physical, hybrid and virtual meetings.

The position is located in the Meeting Services Branch (CSGM) in the Governing Bodies Servicing Division (CSG) at FAO headquarters in Rome, Italy.
This function requires the ability to meet the multiple demands of complex meetings, often held outside normal working hours.

Reporting Lines 

The Conference Officer (Meeting Planning) reports to the Director of the Governing Bodies Servicing Division CSG.

Technical Focus

Lead the preparation, support and coordination of in-presence, hybrid and virtual meetings. Manage the team responsible for scheduling and programming of meetings, liaison with meeting and conference organizers. Supervise operational support to meetings, coordination of meeting support staff and the promotion of innovative working methods and tools.

Key Results 

Delivery of operations directly related to the conference/sessions, including non-FAO meetings.

Key Functions

• Leads the coordination of high-level conferences, meetings and other events, ensuring the effective and efficient delivery of services in accordance with FAO policies and regulatory framework.
• Provides advice and guidance on conference protocols, planning requirements and the overall execution of events.
• Collaborates with external partners, such as broadcasting and/or production companies, involved in the preparation of major events.
  Oversees the on-site management of conference activities, ensuring smooth operation and coordination of all event components.
• Supervises the technical upgrade of meeting rooms.
• Collects and analyses information for inclusion in statutory and/or management reports.
• Researches and analyses policy and service delivery issues, maintains operational statistics and prepares related reports.
• Participates in the development of training and related training materials and promotes best practices and capacity development at headquarters and the Decentralized Offices.
• Participates in CSG teams, leads working groups and/or collaborates with other Divisions/Offices/Centres on short-term assignments.
  Specific Functions
• Coordinates the preparation of the biennial plan of sessions based on requirements from FAO Divisions/Offices/Centres for submission to Member Nations through the Programme of Work and Budget (PWB) as well as the preparation and monitoring of FAO sessions for reporting to Member Nations on actual meetings held through the Programme Implementation Report (PIR).
• Approves Session Programming Forms (SPFs) for FAO Sessions, ensuring that these are submitted in accordance with established deadlines and duly cleared by all services concerned.
• Analyses potential conflicts on meeting schedules and other issues and identifies possible measures to be taken; liaises with meeting secretariats to amend/modify SPFs as needed to ensure availability of all requested services.
• Makes arrangements for secretariat and other services before FAO meetings and ensures their efficient functioning during sessions and plans the provision of physical facilities, audio-visual support and services for Governing Bodies and other meetings at headquarters.
• Prepares budgets for non-FAO events.
• Supervises and evaluates Conference facilities staff; oversees all administrative tasks related to the management of staff and of the messengers’ roster.
• Liaises with relevant units on the provision of meeting facilities to ensure adequate deployment of information technology (IT) and office equipment and provision of audio-visual support as required.
• Prepares planning submissions for budgetary resources for meeting-related activities.
• Promotes and pilots innovative working tools to ensure adequate provision of conference support.
• Performs other duties as required.

Specific Functions 

• Coordinates the preparation of the biennial plan of sessions based on requirements from FAO Divisions/Offices/Centres for submission to Member Nations through the Programme of Work and Budget (PWB) as well as the preparation and monitoring of FAO sessions for reporting to Member Nations on actual meetings held through the Programme Implementation Report (PIR).
• Approves Session Programming Forms (SPFs) for FAO Sessions, ensuring that these are submitted in accordance with established deadlines and duly cleared by all services concerned.
• Analyses potential conflicts on meeting schedules and other issues and identifies possible measures to be taken; liaises with meeting secretariats to amend/modify SPFs as needed to ensure availability of all requested services.
• Makes arrangements for secretariat and other services before FAO meetings and ensures their efficient functioning during sessions and plans the provision of physical facilities, audio-visual support and services for Governing Bodies and other meetings at headquarters.
• Prepares budgets for non-FAO events.
• Supervises and evaluates Conference facilities staff; oversees all administrative tasks related to the management of staff and of the messengers’ roster.
• Liaises with relevant units on the provision of meeting facilities to ensure adequate deployment of information technology (IT) and office equipment and provision of audio-visual support as required.
• Prepares planning submissions for budgetary resources for meeting-related activities.
• Promotes and pilots innovative working tools to ensure adequate provision of conference support.
• Performs other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced university degree in social sciences, political sciences, international law, international relations or another field relevant to the work of the Organization.
• Seven years of relevant experience in administration and/or organization and management of major events, meetings, conferences at a national and/or international level.
• Working knowledge (proficiency – level C) of English and intermediate knowledge (intermediate proficiency – level B) of another FAO official language (Arabic, Chinese, French, Russian or Spanish).

Competencies 

• Results Focus
• Teamwork
• Communication
• Building effective relationships
• Knowledge sharing and continuous Improvement

Technical/Functional Skills

• Extent and relevance of experience in conference management activities in an inter-governmental environment of managing Governing Body sessions of a major international organization.
• Ability to meet the multiple demands of complex meetings often held outside normal working hours.
• Ability to work as a member of a team and communicate effectively to the multiple actors involved in intergovernmental meetings.
• Demonstrated ability, accuracy and tact in handling governance issues such as ballots and elections.
• Capacity to oversee staff and budgets.
• Knowledge of the governance structure of FAO is considered a strong asset.
• Ability to communicate clearly both orally and in writing.
• Intermediate knowledge (intermediate proficiency – level B) of Italian would be an advantage.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements