The main purpose of this function is to supervise the planning and management of meetings, travel preparation and travel processing operations in WMO, in close collaboration with other Departmental Coordinators and other officers of the Section, to ensure efficient coordination, create synergies and avoid duplication of effort. The function covers administrative responsibilities in the area of meeting planning and management, travel preparation, travel processing, as well as implementing, monitoring and evaluation of business functions related to the operations mentioned above. Under the supervision and guidance of the Chief, Conference Services (C/CNF), the incumbent will perform the following duties:
Support to Chief and Inter-departmental Coordination
(a) Provide administrative support to C/CNF in implementing the Section’s mandate; keep the Chief informed on all matters requiring his/her personal attention; assist in formulating options as to how those matters might be handled and ensure appropriate follow-up, as directed;
(b) Prepare written summaries and conduct follow-up activities, as appropriate; Coordinate/draft correspondence in close coordination with other staff of the section as well as with other Department’s Coordinators;
(c) Work in regular and close collaboration with other officers of the Section and with other Departmental Coordinators to ensure consolidation of efforts and creation of Organization-wide synergies;
(d) Organize and conduct briefings or trainings for other Departmental Coordinators on topics that require an Organization-wide action, and, in particular, those related to the planning and management of meetings, travel preparation, and travel processing; draft proposals for new policies or procedures to be analyzed and consolidated;
(e) Coordinate the Section’s contributions to meetings, and other corporate activities ensuring timeliness and high quality of input;
(f) Monitor the Section’s adherence to key performance indicators (prepare statistics, analyse trends and recommend mitigating actions to be undertaken by the Chief).
Meetings and travel planning and management
(a) Effectively supervise the activities related to the planning and management of meetings, travel preparation and travel processing, and ensure that efficient and cost-effective procedures are put in place and implemented in the appropriate manner; Coordinate with the relevant counterparts in the Section, the Governance Services (GS) Department as well as other Departments on all actions relative to the processing of meeting requests, policy and meeting and travel management and administration of human resource activities in the Section (e.g., recruitment, performance appraisals, training, etc.);
(b) Act as first instance for queries from staff and non-staff participating in WMO meetings regarding issues related to entitlements under the WMO Polices and Regulations;
(c) Liaise with host countries inviting WMO to meetings and other WMO Departments to ensure that the best cost-effective options are provided, within the framework of the WMO meetings and travel policy, when planning for meetings;
(d) Explore new and cost-effective processes, tools and technologies to this effect.
Budget and Finance
(a) Provide effective support to the Chief by following up on the preparation and implementation of the work programme, ensuring that financial resources dedicated to meetings and travel activities are utilized in the most cost-effective manner;
(b) Monitor and review the meetings and travel activities by conducting regular and special reviews to assess compliance with the meetings and travel policy;
(c) Produce regular reports and monitoring statistics;
(d) Assist the Chief in developing and implementing procedures to ensure that risk and financial management controls are consistent with WMO policy and procedures;
(e) Provide guidance on financial administration and management information issues and practices related to the planning and management of meetings and travel to colleagues of other Departments.
General Administration
(a) In close cooperation with relevant colleagues, coordinate activities related to operational meetings and travel planning and management, procurement, billing and receipt of income from various services, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services;
(b) Carry out other relevant duties as required.
| QUALIFICATIONS | ||
| Education Master’s degree or equivalent in business or public administration, social or political sciences, international relations, economics, law, media and communication or a closely related field. |
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| Experience A minimum of five years of combined national and international progressively responsible experience in administration, finance, human resources, governance management or related field. |
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| Other requirements Excellent knowledge of the most recent and commonly used remote conferencing platforms and technologies. Knowledge of technologies used in the planning and management of meetings and travel operations. Sound sense of responsibility, maturity of judgment, initiative, and creativity. Excellent analytical, written and oral communication skills. Maturity of judgement, confidentiality, initiative, ability to plan, organize and manage simultaneously numerous tasks independently with minimal supervision. Ability to draft clear and succinct communication items, reports, documents and correspondence. Excellent working knowledge of Microsoft Office applications. Ability to work in a multicultural environment and to foster diversity and team spirit. |
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| Languages Excellent knowledge of English (both oral and written). Knowledge of French is desirable. Knowledge of other official languages of the Organization would be an advantage. (Note: The official languages of the Organization are Arabic, Chinese, English, French, Russian and Spanish.) |
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