Responsibilities
Meetings & Documents Management: Participating in and providing recommendations on the development of policies and procedures relating to all aspects of conference servicing in the planning and servicing of United Nations conferences and meetings held at and away from Nairobi and its related documentation.
Planning and overseeing the management of activities undertaken by the Section, liaising with other organizations of the United Nations System, donors and agencies as appropriate. Representing the United Nations at negotiations with Governments with respect to the hosting of meetings and conferences away from Headquarters. Initiating, coordinating and supervising actions covering the entire span of conference services activities related to meetings and documents, e.g., planning, scheduling, forecasting, organizing, recruitment, documentation processing, capacity planning, conference venues' assessment, facilities usage optimization, actual coordination of services of meeting and conferences, etc. ensuring consistency in the application of UN rules and procedures and optimal utilization of available financial, human and physical resources.
Programmatic/Substantive Support: Managing, supervising and carrying out the work programme of the Division under his/her responsibility.
Coordinate the work carried out by the Section including preparation, planning and implementation of UNON's clients' Calendar of Conferences and Meetings as well as the official UN calendar of meetings serviced by UNON. Providing the Department for General Assembly and Conference Management (DGACM) with UNON's substantive input in the preparation of and draft reports on Meetings and Documents serviced/processed by UNON for presentation to intergovernmental bodies including the Committee on Conferences, the Advisory Committee on Administrative and Budget Questions, the Fifth Committee of the General Assembly and other policy-making organs, as appropriate.
Preparing Conference Services Implications as and when needed for legislative bodies under UNON's purview. Guiding the development from the business perspective and supervising the maintenance and adequate use and data integrity input on system-wide meeting & documents management applications such as meetings planning system (gMeets), global document management system (gDoc 2.0) Support Paper Smart meetings and help identify and realize related efficiency gains.
General Administration: Supervising the meetings & documents management teams and providing advice to others on conference and document management and its impact on finance. Managing and disseminating information on meetings and conferences to relevant services and service providers. Overseeing the capture of conference facilities and services utilization and issuance of statistical reports for client invoicing and the Division's charge back system as well as for DGACM's annual report. Provide expert support and advice to the Conference Center Master Plan and in the sound management of the conference facilities at UNON.
Leads team members efforts to collect and analyze data and provides insight to identify trends or patterns for data-driven planning, decision-making, presentation and reporting. Ensures that everyone can discover, access, integrate and share the data they need.
Perform other related duties as assigned.
Education
Advanced university degree (Master's degree or equivalent) in languages, communications, international affairs, public administration, management, social sciences or related field is required.
A first-level university degree in the specified fields of study with two additional years of relevant work experience may be accepted in lieu of an advanced university degree.
Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.
Work Experience
A minimum of 10 years of progressively responsible experience in planning and coordinating the delivery of conference services and special events, including 5 years at the international level or in multicultural institutions is required.
Experience in managing diverse teams of staff and significant conference-related human resources is required.
Experience in conferencing related tools and technology is desirable.
Experience in facilitating intergovernmental processes and multilateral diplomacy, as well as experience in handling a multi-disciplinary portfolio of tasks and duties is desirable.
Experience in data analytics or related area is desirable.
