Conference Officer

Organizational context: The Governing Bodies Servicing Division (CSG) supports FAO's Governing and Statutory Bodies, providing Secretariat, Protocol, and Meetings services. It houses the Organization's Multilingualism expertise and manages corporate language services. The Meeting Services Branch (CSGM) within CSG is responsible for scheduling, programming, and overseeing the logistical planning and provision of facilities for all FAO meetings, whether physical, hybrid, or virtual. This role is based at FAO headquarters in Rome, Italy, and requires managing the demands of complex meetings, often outside standard

working hours
.

Job purpose: The Conference Officer (Meeting Planning) will lead the preparation, support, and coordination of in-presence, hybrid, and virtual meetings. This involves managing a team responsible for meeting scheduling and programming, liaising with conference organizers, and supervising operational support. The role includes coordinating meeting support staff and promoting innovative working methods and tools to ensure the effective and efficient delivery of services for high-level conferences and events. Key results include the successful execution of operations directly related to conference sessions, including non-FAO meetings, and providing advice on conference protocols and event planning.

Responsibilities:
Coordinate the planning and delivery of FAO Sessions, ensuring compliance with procedures and timely inclusion in the Programme of Work and Budget. Review and approve Session Programming Forms, ensuring timely submission and clearance by all services. Resolve scheduling conflicts and operational constraints, liaising with meeting secretariats to modify forms and secure necessary services. Organize pre-session and in-session support, including venue setup, audiovisual systems, and logistical coordination for Governing Bodies and other meetings at headquarters. Prepare cost estimates and budget proposals for non-FAO events. Manage Conference facilities staff and related administrative operations, including messenger roster planning. Liaise with relevant units to ensure the provision and functionality of meeting rooms, IT systems, office equipment, and audiovisual support. Prepare budgetary resource submissions for meeting-related activities. Identify, pilot, and promote innovative tools to enhance conference support services. Participate in CSG teams and lead working groups as needed.

Education:
An advanced university degree (Master's or equivalent) in social sciences, political sciences, international law, international relations, or a related field is required. A working knowledge of English (Level C) and intermediate knowledge of another FAO official language (Arabic, Chinese, French, Russian, or Spanish) is necessary.

Work

experience:
Seven years of relevant experience in the administration, organization, and management of major national and/or international events, meetings, and conferences are required. Experience in more than one work location or area, particularly in field positions, is desirable.

Skills:
Proven ability to manage the multiple demands of complex meetings, often held outside normal

working hours
. Demonstrated capacity to work effectively as part of a team and communicate clearly with diverse stakeholders involved in intergovernmental meetings. Experience in conference management within an inter-governmental setting, particularly managing Governing Body sessions of a major international organization, is highly valued. Ability to handle governance issues such as ballots and elections with accuracy and tact. Capacity to oversee staff and budgets. Knowledge of FAO's governance structure is a strong asset.

Required languages: Arabic, Chinese, English, French, Russian, Spanish

Desired languages: