Conference Services Associate (Planning and Coordination)(G6)

This selection exercise may be used to generate a roster of pre-approved candidates to address future staffing needs for similar functions in any of the Departments and Offices of the Organization.

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the closing date for submission of applications is indicated in local time as per the time zone of the applicant's location.

Organizational Setting

The Department of Management (MT) provides a \"platform of services\" that serves as a foundation for the successful delivery of the IAEA's scientific and technical programmes. Its mission statement is as follows: \"MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose\". Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment, and ensures that all Board documents are translated and distributed on a timely basis to Member States. 

One of the main functions assigned to the IAEA by its Statute is to foster the exchange of scientific and technical information and the dissemination of knowledge in the nuclear field among Member States. 

To facilitate the effective exchange and dissemination of information relevant to the IAEA's work and mandate, the Division of Conference and Document Services (MTCD) coordinates and supports the implementation of these activities for its users and clients, both internal and external, by organizing meetings and conferences, issuing documents in the six official IAEA languages, i.e. Arabic, Chinese, English, French, Russian and Spanish, and editing, printing and distributing publications. 

Within this context, the Conference Services Section (CSS) is responsible for providing logistical and administrative support and services and the necessary infrastructure for all IAEA meetings.

 

Main Purpose

Reporting to the Conference Officer, the Conference Services Associate provides administrative and logistical arrangements for the preparation, organization and servicing of IAEA events, including scientific conferences/symposia at and outside Headquarters and high-level meetings of the Policy-Making Organs.

Functions / Key Results Expected

Under the general guidance of the Conference Officer: 

• Provide administrative support for high-level meetings of the IAEA's governing bodies (the General Conference, the Board of Governors and its committees), scientific and technical conferences and symposia, as well as convention/treaty meetings. 

• Provide in-session services related to speakers’ list, interpretation and conference clerk support during meetings of the IAEA’s governing bodies. 

• Advise Scientific Secretaries on the procedures and processes related to the organization of IAEA conferences and symposia: the distribution of meeting budgets available from the regular budget and voluntary contributions, including budget estimates, payment requests, hospitality claims, and final accounts; the procedures and processes of sponsorships and commercial exhibits. 

• Advise and coordinate with scientific Divisions on the structure of meetings, including preparation of the Announcement and Call for Papers to Member States, invitation procedures for discussion leaders, instructions to authors, session timetables, and possibilities of scientific visits, briefing meetings for chairpersons and other experts' duties during meetings. 

• Submit conference documents for translation, editing, printing and distribution as appropriate. 

• Prepare and submit statistical and debriefing reports of conferences and travel reports as appropriate. 

• Serve as the point of contact for participants regarding administrative, logistical and financial arrangements, working with IAEA electronic systems (AIPS and ITP ). 

• Draft Host Government Agreements for conferences/symposia held outside Headquarters. 

• Make detailed arrangements with liaison officers of Host Governments and local counterparts regarding all aspects of logistics for outside meetings.

  Competencies and Expertise

  Core Competencies(Competency Framework)NameDefinition  Achieving ResultsTakes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.  TeamworkActively contributes to achieving team results. Supports team decisions.  Planning and OrganizingPlans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.  CommunicationCommunicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.

  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

  Functional CompetenciesNameDefinition  Analytical thinkingAnalyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions.  Client orientationHelps clients to analyse their needs. Seeks to understand service needs from the client’s perspective and ensure that the client’s standards are met.  ResilienceMaintains a high level of performance when facing pressure and uncertainty. Able to remain calm and self-controlled, and to respond logically and decisively in difficult situations.

  Required ExpertiseFunctionNameExpertise Description   Administrative SupportMS Office (Word, Excel, Outlook, PowerPoint)Proficiency in MS Office 365 (Word, Excel, Outlook), which is the IAEA standard, and ability to use MS Visio, SharePoint and ERP systems.   General ServicesMeetings OrganizationProven ability to organize large and complex meetings, preferably at international level.

   

  Qualifications, Experience and Language skills

• Completed secondary education with specialized training and minimum six years of experience is required. 

Knowledge of ERP Systems in relation to Meetings and/or Travels is required.

Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

Administrative skills testing to IAEA standard might be part of the selection process.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 66981 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/general-service-staff 

 

General Information

Evaluation process

Appointment information