Conference Services Officer Division of Member Parliaments and External Relations Grade P2/P3

• Advise Secretariat staff on best tools and practices in the technical organization of large global events, including in respect of IPU’s aim to limit its carbon footprint at events (paper smart policy, hybrid elements to reduce travel, non-use of plastic, etc.);
• Prepare requests for proposals for procurement of conference services in view of posting them on the IPU website. Submit comparative bid analyses to the IPU procurement panel for approval. Products and services to be purchased include event platforms and tools, such as event registration systems, registration applications, etc. Provide technical advice to the Director on the best products and services. Provide input on suppliers to the Division for Support Services in the preparation of contracts with selected service providers;
• Participate in the recruitment, training and supervision of clerical and administrative personnel for Assemblies and other related meetings;
• Perform other related duties as required.

Work implies frequent interaction with the following:

• IPU Secretariat Staff;
• Host Parliament and host Convention Centre representatives;
• Members of delegations;
• Institutional partners of the IPU.

Results expected:

• Successful organization of IPU statutory meetings;
• Efficient allocation and utilization of conference resources, also taking into account the IPU’s carbon footprint;
• Proper planning and scheduling of meetings in accordance with the decisions taken by the IPU membership;
• Provision of the full range of technical and administrative services in support to IPU Assemblies and other IPU global events.

Competencies:

• Professionalism: Demonstrates good knowledge of conference policies, procedures and practices at the IPU or similar organizations. Has the ability to research, select, organize and summarize information required for the preparation of meetings and conferences. Shows dedication and commitment, taking 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. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations.
• Planning and Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments. Adjusts priorities as required. 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. Uses time efficiently.
• Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects.
• Teamwork: Demonstrates good interpersonal skills. Has the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Liaises timely and effectively with colleagues and concerned parties internally and externally.
• Communication: Writes in a clear and concise manner and communicates effectively orally.

Requirements:

• Education: University degree in events management, hospitality, business administration or other related subject;
• Experience: Minimum of 3 years of progressively responsible experience in conference management, administration or related field. Experience in coordinating conferences at the international level is required. Experience at the IPU or a similar organization is desirable. Knowledge of parliamentary administrative procedures and practices is desirable. Good knowledge of conference organizing software and tools, such as online registration software and conference applications, as well as excellent knowledge of Microsoft Office tools are required;
• Languages: Fluent in English and French, knowledge of Spanish and/or Arabic is an advantage.

Duties applicable to all staff:

Actively works towards the achievement of the IPU’s strategic objectives. Performs any other work-related duties and responsibilities that may be assigned by the Director of the Division for Member Parliaments.

Compensation

The Inter-Parliamentary Union offers an attractive salary and benefits package comparable to that of other international organizations headquartered in Geneva, commensurate with education and experience.

Indicative Annual Net Salary at the P2 level (entry level, net of tax) is USD 50’377 at single rate (plus allowance for primary dependents if applicable).

Post Adjustment

A post adjustment for Geneva will be paid in addition to the above amount taking into account the exchange rates established by the International Civil Service Commission (website: http://icsc.un.org/). This rate stands at 84.8% for September 2023.

Employment Policy

This position will be filled through an international recruitment process that will be open to internal and external applicants. From among equally qualified candidates, preference will be given to the under-represented sex and persons from countries not represented in the Secretariat.

This position will be based in Geneva and will require frequent travelling. It will be for an initial period of two years, renewable depending on satisfactory performance.