Vacancy Notice No. 2008/046
Position and Grade: Conference Officer (P-3)
Organizational Unit: Conference Services Section
Division of Conference and Document Services
Department of Management
Duty Station: Vienna, Austria
Issue Date: 24 June 2008
Application Deadline: 6 August 2008
Type/Duration of Appointment: Fixed term, 3 years (subject to a probationary period of 1 year)

Organizational Setting
One of the main functions assigned to the IAEA under 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 enable the effective exchange and dissemination of information relevant to the IAEA's work and mandate between the Secretariat and Member States, the Division of Conference and Document Services coordinates and supports the implementation of these activities for its users and clients, both internal and external, by organizing meetings and conferences and issuing documents in the six official IAEA languages.

Within this context, the Conference Services Section is responsible for providing logistical and administrative support and services and the necessary infrastructure for all IAEA meetings. The Section consists of approximately 17 staff.

Main purpose
The Conference Officer, who reports to the Head of the Conference Services Section, is primarily responsible for planning and coordinating the day-to-day activities of the Section and ensures the provision of administrative support for all IAEA meetings.

Role
Under the guidance of the Section Head, the Conference Officer acts as: (1) a team leader of a group of support staff, supervising their day-to-day activities; (2) a focal point to the meeting organizers, external counterparts and Member States, providing advice and guidance on administrative and organizational aspects of meetings; and (3) a planner of all logistical aspects related to meetings with the host governments, IAEA Member States and other organizations.

Partnerships
The Conference Officer collaborates closely with in-house meeting organizers at all levels to advise on meeting planning and to provide logistical support for the meetings of the IAEA Policy-Making Organs and other major IAEA meetings. Additionally, he/she supports the Section Head in discussions with the Austrian Government authorities, other host governments, permanent missions and external organizations regarding logistical matters, and with those seeking support in the coordination of meeting arrangements.

Functions / Key Results Expected
  • Provide administrative and organizational support for high-level meetings of the Agency's Governing Bodies (the General Conference, the Board of Governors and its committees) and convention/treaty meetings, and coordinate administrative arrangements for IAEA co-sponsorship and cooperation meetings with international organizations.
  • In collaboration with the Section Head and other relevant staff, prepare and monitor a comprehensive annual meeting plan and schedules.
  • Coordinate the use of internal and external meeting facilities, equipment and services, including the interpretation services for IAEA meetings provided by the United Nations Office at Vienna (UNOV).
  • Ensure that all applicable procedures, administrative rules and policies are followed for all IAEA meetings and that the counterparts and meeting participants receive comprehensive and timely information on the IAEA's major meetings.
  • In support of the above functions, plan and coordinate the day-to-day activities of the support staff.

Knowledge, Skills and Abilities
  • Technical knowledge: Thorough understanding of the organization and the management of large conferences. Knowledge of the IAEA' programmes and activities is an asset.
  • Strong planning and organizing skills: Ability to establish priorities and to plan, coordinate and monitor the work of team members as well as the ability to adapt to constantly changing demands.
  • Sound analytical skills to identify weaknesses in the provision of services and to interpret administrative rules, policies and procedures.
  • Client orientation: Ability to identify clients' needs and provide efficient and customer friendly services.
  • Strong interpersonal skills to deal effectively with staff at all levels within the organization as well as with external counterparts, and to work efficiently in a multicultural team environment with sensitivity and respect for diversity.
  • Supervisory skills.

Education, Experience and Language Skills
  • University (or equivalent) degree in management, public administration or a related field.
  • At least five years of professional experience in conference management, some of which preferably at the international level.
  • Fluency in written and spoken English. Working knowledge of another official IAEA language (i.e. Arabic, Chinese, French, Russian or Spanish) and German desirable.

Remuneration
The Agency offers an attractive remuneration package including a tax-free annual net base salary starting at US $52 408 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $40 354*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks' annual vacation, home leave, pension plan and health insurance.

How to apply to the IAEA

* Subject to change without notice

Applications from qualified women and candidates from developing countries are encouraged

Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or to make an appointment with a modified job description or for shorter duration than indicated above. Testing may be part of the recruitment process.