Conference Officer

Job Posting: 10/Jan/2025

Closure Date: 31/Jan/2025, 4:59:00 PM

Organizational Unit: CSG

Job Type: Staff position

Type of Requisition: Professional

Grade Level: P-4

Primary Location: Italy-Rome

Duration: Fixed term: one year with possibility of extension

Post Number: 2010478

CCOG Code: 1A04

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
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- **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**:

- FAO’s 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 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**

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 logístical 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 tha