VA ID: 1822 Grade Level: P-4 Division: Legal and External Relations Division Section: PMO Secretariat Support Section Unit: Conference Services Unit Type of Appointment: Fixed Term Appointment Date of Issuance: 22 June 2023 Deadline for Applications: 6 August 2023 Vacancy Reference VA42-1822-2023 Reporting Date: As soon as possible
Please note that all candidates should adhere to CTBTO Values of Integrity, Professionalism and Respect for Diversity.
Qualified female applicants and persons with disabilities are encouraged to apply.
A roster of suitable candidates may be established for similar positions at the same level as a result of this selection process for a period of two (2) years.
Organizational Background
The Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization with its headquarters in Vienna, Austria is the international organization setting up the global verification system foreseen under the Comprehensive Nuclear-Test-Ban Treaty (CTBT), which is the treaty banning any nuclear-weapon-test explosion or any other nuclear explosion. The Treaty provides for a global verification regime, including a network of 337 stations worldwide, a communications system, an international data centre and on-site inspections to monitor compliance.
Organizational Setting
This position is located in the Conference Services Unit, Policy Making Organ (PMO) Secretariat Support Section, Legal and External Relations Division (LEG).
Reporting Lines
Under the supervision of the Chief, Policy Making Organ (PMO) Secretariat Support Section, to:
Duties and Responsibilities
Plan, coordinate and supervise the logistical support provided for sessions of the Preparatory Commission, its Subsidiary Bodies and the Advisory Group, as well as other conferences, meetings, workshops, training courses and other events organized by the Provisional Technical Secretariat (PTS); Ensure successful and efficient organization of all meetings and conferences for which PTS has a servicing responsibility and that all Commissionsโ applicable administrative procedures, rules and policies are followed and in accordance with Regulations and Rules, Administrative Directives and other policy guidance both within the Unit/Section/Division and the meeting organizers; Oversee the implementation of the official calendar of meetings and activities for the PTS and supervise the monthly electronic publishing of the Vienna Calendar of the United Nations (UN), the United Nations Industrial Development Organization (UNIDO) and the Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization (CTBTO) meetings, ensuring consistency and accuracy of data; Manage the human resources of the Unit, providing guidance, supervision to support high-performance and results, and ensure sound and timely service delivery; Participate in the development of policies and procedures relating to all aspects of planning for and servicing of PTS conferences, meetings, etc., in coordination with other relevant organizations and service providers; Perform duties as Secretary of Working Group A (WGA), advise the Chairperson of Working Group A and other elected officers on the conduct of business, and assist in drafting decisions, reports, informal policy papers and records; prepare annotated agendas; arrange briefings of delegations on related issues; monitor implementation of WGA recommendations and prepare reports of the PTS; In close cooperation with other parts of the PTS, coordinate the preparation of documentation related to Working Group A; Coordinate, schedule and monitor the processing of documentation for Working Group A, and for joint meetings of Working Group A and B, as required; Closely collaborate with the Secretary of the Preparatory Commission, as required; Provide support to the Secretary of Working Group B and the Advisory Group, as required; Support the organization-wide dialogue on further promoting multilingualism across the Commission by making use of existing resources or newly provided resources; Provide advisory services to all internal and external stakeholders in the organization of meetings and their logistical support; Perform other duties as assigned.Education
Advanced university degree in international relations, law, language studies, translation, public or business administration or a related field.Work Experience and Qualifications
A minimum of seven (7) years of progressively responsible experience in the area of conference servicing or international diplomacy, multilateral negotiations, public/business administration, preferably part of which should have been at an international level; Experience in liaising with member states and external clients for organization of conferences/events is required; Proven experience in managing teams in complex and dynamic environment that requires multitasking among multiple concurrent projects is essential; Experience in the drafting of statements, speeches, notes and summary records, preferably in an international environment is essential; Demonstrated ability and initiative, political sensitivity, tact and excellent judgement, including strong analytical skills and ability to interpret rules, policies and procedures; Strong ability to communicate effectively in multicultural environment is essential; Track record of building creative, productive partnerships internally and externally is essential; Documented and recognized experience in project management is desirable; Experience and proficiency in software applications developed for meetings management is desirable; Experience with procedures and practices for United Nations conferences is desirable.Languages
Excellent written and oral communication skills in English are essential; Knowledge of other official CTBTO languages (Arabic, Chinese, French, Russian and Spanish) is desirable.
Competencies
Professionalism - Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; Communication - Speaks and writes clearly and effectively; listens to others, correctly interprets messages from other and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed; Planning and organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; Team work - Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; builds consensus for task purpose and direction with team members; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings; Accountability - Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable; Creativity - Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks โoutside the boxโ; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches; Client orientation - Considers all those to whom services are provided to be โclientsโ and seeks to see things from clientsโ point of view; establishes and maintains productive relationships with clients by gaining their trust and respect; identifies clientsโ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clientsโ environment to keep informed and anticipate problems; keeps clients informed of progress and setbacks in projects; meets timeline for delivery of products or services to clients; Commitment to continuous learning - Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve; Technological Awareness - Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks, shows willingness to learn new technology.
Managerial Competencies
Leadership - Serves as a role model that other people want to follow; empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvement; does not accept the status quo; shows the courage to take unpopular stands. Vision - Identifies strategic issues, opportunities and risks; clearly communicates links between the Organizationโs strategy and the work unitโs goals; generates and communicates broad and compelling organizational direction, inspiring others to pursue that same direction; conveys enthusiasm about future possibilities. Empowering Others - Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work; encourages others to set challenging goals; holds others accountable for achieving results related to their area of responsibility; genuinely values all staff membersโ input and expertise; shows appreciation and rewards achievement and effort; involves others when making decisions that affect them. Building Trust - Provides an environment in which others can talk and act without fear of repercussion; manages in a deliberate and predictable way; operates with transparency; has no hidden agenda; places confidence in colleagues, staff members and clients; gives proper credit to others; follows through on agreed upon actions; treats sensitive and confidential information appropriately. Managing Performance - Delegates appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly. Judgment/Decision Making - Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines that the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.
Remuneration
CTBTO offers an attractive compensation and benefits package in accordance with the policies of the International Civil Service Commission. For more information on UN salaries, allowances and benefits, see link: http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm). The salary offered may be subject to deductions to the United Nations Joint Staff Pension Fund and/or Health Insurance Scheme.
Additional Information
All applications must be submitted through the CTBTO e-Recruitment system before the deadline stated in the vacancy announcement. Incomplete applications and submission of employment history in formats other than the CTBTO Employment Information Form will not be considered The CTBTO Preparatory Commission retains the discretion not to make any appointment to this vacancy; to make an appointment at a lower grade in particular if the candidate has less than the qualifications required; to make an appointment with a modified job description, or to offer a contract term for a shorter duration than indicated in the vacancy announcement. Please note that the CTBTO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list. The CTBTO reserves the right to undertake correspondence only with shortlisted candidates. Candidates under serious consideration for selection will be subject to a reference-checking process.