Administration Specialist [Conference Management Consultant]
Job categories: Administration
Vacancy code: VA/2024/B5004/28537
Level: ICS-10
Department/office: GPO, NYPO, Development and Special Initiatives Portfolio
Duty station: New York, United States of America
Contract type: International ICA
Contract level: IICA-2
Duration: Ongoing contract (subject to good performance, availability of funds, organizational requirements and project duration)*
Application period: 15-Jul-2024 to 28-Jul-2024
Deadline: 28 July 2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.
Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.
Background Information – Job-specific
UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness, and sustainability of peacebuilding, humanitarian, and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement, and infrastructure services to a wide range of governments, donors, and United Nations organizations.
New York Portfolio Office (NYPO) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.
Sustainable Development Cluster (SDC) supports diverse partners with peacebuilding, humanitarian, and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP). It provides Services to partners’ programmes that are designed, structured, and managed with a global perspective and primarily serving partners headquartered in New York. The SDC has a footprint of approximately 125 countries.
UNOPS has signed an agreement with the United Nations to implement the activities for the United Nations Alliance of Civilizations (UNAOC)
United Nations Alliance of Civilizations (UNAOC) is an initiative of the Secretary-General of the United Nations, which responds to a broad consensus across nations, cultures, and religions that all societies are interdependent, bound together in their development and security, and in their environmental, economic and financial well-being. The Alliance seeks to forge collective political will and mobilize concerted action at the institutional and civil society levels to overcome the prejudice, misperceptions, and polarization that militate against such a consensus. UNAOC hopes to contribute to a coalescing global movement which, reflecting the will of the vast majority of people, rejects extremism in any society.
The complex, demanding dialogue of civilizations, cultures, and religions is necessary, possible, and fruitful. It is a critical tool against isolation, mistrust, and confrontation, and it is also the most powerful incentive for understanding and tolerance. History has shown that dialogue is not a simple process. If we fail to teach and cultivate it, the situation can give way to a monologue or to mutism, which is conducive to conflict and violent extremism.
On November 25-27 2024, the UNAOC will organize the 10th Global Forum. Nearly 1,200 participants (state and non-state representatives) are expected to take part in the Forum and engage in various working sessions, plenaries and other important sessions.
An Organizing Committee for the 10th Global Forum of UNAOC has been set up to oversee all substantive and logistical preparations of the Forum. It will seek assistance from a number of short-term external experts and support consultants, who will help to ensure smooth and timely delivery of expected milestones and outcomes of the Forum.
The incumbent of this position will be personnel of UNOPS under its full administrative and financial responsibility.
Functional Responsibilities
Serve as the primary logistical focal point for a group of up to 200 high-profile participants at the level of the former head of state and governments, United Nations officials, UN Secretary-General’s team, Presidents of the United Nations General Assembly, senior representatives of non-state entities, etc, who will be special guests and/or speakers and/or moderators to the 10th UNAOC Global Forum;
Ensure that the Organizing Committee issues itineraries (economy and business) for each high-profile traveller in line with the organizer’s regulations and the traveller’s preferred itinerary;
For high-profile participants who require an entry visa to Portugal, share basic entry requirements information and obtain a confirmation from the traveller that his/her visa was well received to be able to travel to Portugal;
Ensure every high-profile participant is registered to the Forum by the deadline and receives his/her Forum accreditation while in Cascais (badge, secondary card, etc.);
Liaise with the Host Government on all aspects related to travel and inner-city arrangements for the high-profile participants;
Inform each high-profile participant of the local transportation arrangements provided by the Organizing Committee and, if/when requested and approved by the UNAOC Secretariat, arrange local transportation for select high-profile participants (VIP cars) from/to the airport in Lisbon and from his/her hotel to the venue of the Forum during their stay in Cascais;
Liaise with the Host Government on all aspects related to protocol and security arrangements for high-profile participants and inform the Host Government of any special cases (security officers who accompany, dietary restrictions, etc.);
While in Cascais, act as local liaison support for select high-profile participants (inform of any major programme changes; invitations to lunches and dinners, seating arrangements during the Opening, Plenary Sessions, etc.);
Prepare for and execute official missions of the UNAOC delegation to Portugal;
Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.
Education/Experience/Language requirements
*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY
*CANDIDATES WITH NO UNITED NATIONS OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY
Education
- Advanced university degree (Master’s degree or equivalent) in Event Management, Business Administration, Public Administration, International Relations or related field.
- A first-level university degree with a relevant combination of academic qualifications and 2 years of work experience may be accepted in lieu of the advanced university degree.
Work Experience
Required:
- A minimum of five (5) years of relevant at the national and international level including experience in organizing international large-scale conferences.
Desirable: (The following experience is optional. Candidates who do not have it are welcome to apply)
At least two (2) years of experience in providing support to high-level officials (for example, Heads of State/Government; Ministers; Under-Secretary-Generals; Directors; Heads of International. Organizations or celebrities);
A strong sense of client orientation and a strong drive for results;
Excellent communications skills (written and verbal);
Basic knowledge of protocol arrangements in the United Nations system;
Experience in the UN system organizations is desirable;
Experience in the use of enterprise systems is desirable;
Excellent managerial/organization skills and a solution-oriented attitude.
Language
- Fluency in English is required.
- Knowledge of French or other UN working languages is desired.
- Portuguese language skill constitutes an added advantage.
Competencies
- Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)
- Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
- Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
- Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
- Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
- Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
- Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
- Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.
Contract type, level and duration
Contract type: International Individual Contractor Agreement (IICA)
Contract level: IICA-2 (ICS 10)
* Contract duration: From 01 September to 10 December 2024. The contract for this position is set for a duration until 10 December 2024, with termination upon its conclusion. Any need for services beyond this initial period will be communicated to the incumbent accordingly.
Duty station: New York, USA (with the requirement to travel to Portugal)
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Additional Information
- Please note that UNOPS does not accept unsolicited resumes.
- Applications received after the closing date will not be considered.
- Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
- UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
- Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
- We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
Terms and Conditions
- For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
- For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
- All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
- It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.