Overview
The Associate Conference Services Officer ensures overall logistical coordination of sessions, meetings, and events for the OPCW Policy-Making Organs, providing substantive and operational support to their decision-making process.
Key Responsibilities
- Ensure logistical planning and coordination of sessions and meetings.
- Conduct analysis, provide recommendations and operational support in conference management, logistics, budgetary oversight, contract administration, and risk management.
- Develop and implement action plans, schedules, and contingency measures.
- Ensure availability and readiness of conference rooms, registration portal, external venues, audio-visual systems, interpretation services, document distribution, livestreaming, confidentiality and security arrangements, and coordination of side events and exhibitions.
- Serve as primary operational and technical focal point during sessions, providing on-site support and troubleshooting.
- Maintain expert knowledge of conference room technologies and digital meeting platforms.
- Liaise internally and with external providers to assess and implement relevant system upgrades.
- Communicate with delegations and the Head, Language Services Branch, to ensure interpretation teams receive timely information.
- Liaise with delegations and TS staff on organisational matters.
- Manage the performance of and supervise staff and temporary staff.
- Support the oversight of conference and event budgets.
- Contract administration and supplier performance for venues, audio-visual services, catering, livestream support, and security equipment.
- Assist in the drafting of the biennium budget for meetings.
- Coordinate projects and initiatives carried out by PMO.
- Initiate actions relating to the coordination and delivery of meetings and conferences.
- Conduct research and prepare recommendations for business continuity plans.
- Oversee the distribution of documents through PMO’s conference registration portal.
- Prepare official-series documents emanating from the policy-making organs.
- Ensure preparation of various statistical analysis and reports to external sponsors.
- Ensure regular feedback process is maintained with delegates and TS Directors and Branch Heads.
- Act as an alternate for the Policy and Legal Coordination Officer, as requested.
- Support meetings of the Bureau of the Council and General Committee of the Conference, as well as subsidiary bodies.
- Assist the Director, PMO on knowledge management and communication classification policy.
Required Experience
- A minimum of two years of professional conference and event management experience, preferably in an international organisation.
- Demonstrated experience in project management, contract administration, budgeting, and high-level drafting skills.
- Experience in conference diplomacy and procedures related to conferences, exhibitions, and meetings.
- In-depth knowledge and expertise in conference technology systems.
- Demonstrated supervisory experience.
- Knowledge or experience working with the CWC and Member States is desirable.
- Work experience in the UN Common System is also desirable.
Qualifications
- An advanced degree in Public and/or Business Administration, Communication Sciences, Economics, Management or related field.
- A first level university degree in combination with qualifying experience (minimum 4 years) may be accepted in lieu of an advanced university degree.
- Certified trainings in Project Management, Conference Management and related areas are desirable.
