Meetings Associate

2 mesi fa

Roma, Italia FAO A tempo pieno

Job Posting: 30/Oct/2023

Closure Date: 13/Nov/2023, 4:59:00 PM

Organizational Unit: NSP - Plant Production and Protection

**Job Type**: Staff position

Type of Requisition: General Service

Grade Level: G-6

Primary Location: Italy-Rome

Duration: Fixed-term: 2 years with possibility of extension

Post Number: 0727628

CCOG Code: 2205

**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 FAO's 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**:

- 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.

**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.

The post is located at FAO headquarters in Rome, Italy, in the Secretariat of the Committee on Agriculture (COAG), an FAO Governing Body providing advice to FAO Council and Conference. As FAO's main technical advisory committee on agriculture, COAG provides overall policy and regulatory guidance on issues relating to agriculture, livestock, food safety nutrition, rural development and natural resource management. The COAG Secretariat is hosted by the Plant Production and Protection Division (NSP).

**Main Purpose**

The Meetings Associate acts as contact person and coordinator for all administrative, logistics and documentation support activities of international meetings and conferences at 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 Senior Technical Officer/Secretary of the Committee on Agriculture (COAG). 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 FAO's computerized financial/personnel systems; maintain detailed records for each meeting;
- Distribute

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