Conference Officer (Meeting Planning)

Overview

The Conference Officer (Meeting Planning) leads the preparation, support, and coordination of in-presence, hybrid, and virtual meetings. The role manages the team responsible for scheduling and programming meetings and supervises operational support.

Key Responsibilities

• Leads the coordination of high-level conferences, meetings and other events.
• Provides advice and guidance on conference protocols, planning requirements and the overall execution of events.
• Collaborates with external partners involved in the preparation of major events.
• Oversees the on-site management of conference activities.
• Supervises the technical upgrade of meeting rooms.
• Collects and analyses information for inclusion in statutory and/or management reports.
• Researches and analyses policy and service delivery issues.
• Participates in the development of training and related training materials.
• Coordinates the planning and delivery of FAO Sessions.
• Reviews and approves Session Programming Forms (SPFs).
• Identifies and resolves scheduling overlaps and operational constraints.
• Organizes pre-session and in session support arrangements.
• Prepares cost estimates and budget proposals for non-FAO events.
• Manages Conference facilities staff and coordinates related administrative operations.
• Liaises with relevant units to ensure the provision and functionality of meeting rooms, IT systems, and office equipment.
• Prepares planning submissions for budgetary resources for meeting-related activities.
• Identifies, pilots and promotes innovative working tools.

Required Experience

• Seven years of relevant experience in administration and/or organization and management of major events, meetings, conferences at a national and/or international level.
• Work experience in more than one location or area of work, particularly in field positions, is desirable.
• Extent experience and relevance of experience in conference management activities in an inter-governmental environment of managing Governing Body sessions of a major international organization.

Qualifications

Advanced University degree (Master's degree or equivalent) in social sciences, political sciences, international law, international relations or another field relevant to the work of the Organization.

Other Details