Programme Associate

**Organizational Setting**

The Governing Bodies Servicing Division (CSG) provides support to 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.
The Meetings 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 meetings in all modalities.

The position is located in the Meeting Services Branch (CSGM) of Governing Bodies Servicing Division (CSG) at FAO headquarters in Rome, Italy.

**Main Purpose**

The Programme Associate (Meeting Programming) plays a lead role in the coordination and planning of meetings with secretariats/external organizers, coordinates CSG support to meetings organized at headquarters and in Regional Offices, supervising divisional inputs and monitoring requests for meetings organized by external entities.
S/he performs a broad range of programme planning and budgeting activities requiring in-depth analysis and interpretation of meetings-related policies, procedures and practices.

**Supervision Received/Exercised**

The Programme Associate (Meeting Programming) reports to the Conference Officer. Work is performed autonomously, showing a high degree of initiative and independent judgement. Supervision received is focused on facilitating meeting-service delivery. The incumbent provides guidance and training to programme support staff in the Division.

**Working Relationships**

The Programme Associate (Meeting Programming) maintains a wide range of contacts with colleagues from headquarters and Regional Offices, with central units, external clients and other UN agencies ensuring the quality and consistency of meeting support services.

**Key Functions/Results**

• Evaluate all meeting requests from headquarters and Regional Offices, plan and coordinate support with CSG units;
• Evaluate and disseminate information and relevant schedules in contact with meeting secretariats;
• Monitor the Meeting-Services account to advise meeting secretariats, evaluate and share information and requests and coordinate support;
• Review meeting services and make recommendations to improve procedures and processes;
• Provide guidance and define requirements for development of systems related to meeting planning and management;
• Monitor requests for meetings organized by, or in connection with, affiliate staff and/or by entities external to the Organization at FAO headquarters and in the Regional Offices;
• Liaise with meeting organizers to request background information and evaluate the nature of the event based on the purpose and participation of external entities in the Organization and delivery of the meeting;
• Provide guidance on policy and practice to ensure that relevant clearance is requested from Senior Management before agreeing to the provision of meeting services;
• Support FAO Divisions in their biennial submission of Divisional Meeting Programmes included in the Programme of Work and Budget (PWB);
• Supervise, evaluate and process the submission of unscheduled sessions organized at headquarters and Regional Offices;
• Liaise with external entities requesting to host non-FAO meetings on FAO premises and coordinate internal activities for the provision of services;
• Determine with FAO secretariats their virtual meeting planning in close collaboration with the office of CSG Director and supporting services;
• Support knowledge building and knowledge sharing across the Division through training of staff and briefing on procedures and processes;
• Perform other functions as required.

**Impact of Work**

The incumbent's work impacts directly on the smooth and efficient operations of support services. He/she plays a lead role in the coordination and provision of meeting services for the successful achievement of Division’s mandate.

**CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING**

**Minimum Requirements**

Education: Secondary School Education.
Experience: Five years of relevant experience in administration, programme planning and/or meeting services.
Languages: Working knowledge (proficient – level C) of English and one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish).
IT Skills: Knowledge of 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 visa/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**

• Work experience in more than one location or area of work;
• Extent and relevance of experience in the organization of high-level events in a large organization;
• Ability to engage with other service units in the development of innovative working tools/methods;
• Extent and relevance of experience in the supervision of a team.

**Desirable Qualifications and Skills**

• Thorough knowledge of the essential elements of meeting services activities and procedures;
• Experience in a meeting services division