Department for General Assembly and Conference Management – DCS Nairobi Chief, Division of Conference Services Jobs in Kenya

Department for General Assembly and Conference Management – DCS Nairobi Chief, Division of Conference Services Jobs in Kenya

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya.

UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org).

This position is located in the Division of Conference Services, United Nations Office at Nairobi (UNON). The incumbent is accountable to both the Director-General of the United Nations Office in Nairobi (UNON) and the Under-Secretary-General for General Assembly and Conference Management (DGACM) in accordance with their shared responsibility for the provision of conference services.

Responsibilities

Under the general supervision of the Director General of UNON and guidance from the Under Secretary-General (DGACM), the incumbent will, within delegated authority, be responsible for the following functions:

• Provide policy guidance and executive supervision to the Division of Conference Services and coordinate its operations with UNEP and UN-Habitat.

• Formulate work programmes, costings and budgets based on forecasted workload and capacity; prepare programme budget submissions and budget performance reports; determines resource requirements and utilization rates.

• Provide guidance to and implements the conference-servicing programme of the client offices to ensure the most efficient and cost­ effective use of available resources and facilities and adherence to General Assembly resolutions on organizing and servicing of conferences and meetings.

• Coordinate DCS input for reports to an additional information for oversight bodies such as the General Assembly and its Committee on Conferences and other policy-making organs, as appropriate;

• Collaborate closely with DGACM in New York and the conference servicing entities of the other duty stations (Geneva and Vienna) in the framework of Integrated Global Management in order to achieve efficient utilization of conference servicing resources globally.

• Contribute to the formulation of DGACM’s global conference management strategies and policies relating to the provision of conference services, to the organization and servicing of meetings and conferences and the effective utilization of resources under the program budget and provide this policy advice to the Director-General, UNON

• Provide guidance and implements the Division's chargeback system and the conference-servicing programme of the client offices.

• Manage the conference facilities at UNON in consultation with major users of conference resources at Nairobi in order to ensure their most effective utilization and, in cooperation with the Office of the Director-General UNON and Division of Administration, UNON realizes improvements to the facilities and increase in regular budget funding of the service.

• Provide policy, operational and managerial guidance to Conference Service staff, and approves proposals for recruitment of staff, extension of contracts or other personnel actions; ensures proper application of performance management to staff and recommends staff development activities and training.

• Through regular meetings of the Conference Service management team, develop innovative programmes to improve the cost efficiency of the service and its delivery;

• Implement remote translation for meetings outside Nairobi where feasible and outsourcing of documentation without compromising quality;

• Implement policies and strategies in line with the Organization’s IT Strategy and that of DGACM and facilitate support of DGACM conference management IT systems in the areas of meetings management, documents processing and translation used at all four DGACM duty stations as well as at regional commissions and other international organizations;

• Has overall supervisory responsibility for Conference Services, ensures effective coordination between sections and units of the service and implements the policy and standard practices of the UN and UNEP/UN-Habitat in the field of conference servicing and implementing the policies, procedures and standard practices in the field of conference-servicing, as established by the USG for DGACM;

• Initiate innovations, technical and procedural, to improve efficiency of services and directing development of training programmes for staff to that effect.

• Introduce and institutionalize methods of work for language staff, and forge closer working relations between interpreters, translators, editors and language and other support staff; Negotiate with government authorities the conclusion of host government agreements covering conference service requirements, costings, facilities for remote translation, including visits to meetings venues to review facilities.

• Represent UNEP and UN-Habitat at International Annual Meeting on Language Arrangements, Documentation and Publications (IAMLADP) and contributes to global management of UN conference services and ensures effective collaboration with DGACM/NY and counterparts in Geneva and Vienna.

• As part of the management team at UNON, represent the Division at the Management Board of UNON to advise the Director­ General and discusses and prepares decisions of the Director-General at UNON.

• Leads team members efforts to collect and analyze data and provides insight to identify trends or patterns for data-driven planning, decision-making, presentation and reporting. Ensures that everyone can discover, access, integrate and share the data they need.

Education

Advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, law, social sciences or related area is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

• A minimum of fifteen (15) years of progressively responsible experience in conference management, administration, financial management, budget, or related field, of which at least ten (10) years at the international level is required.

• Practical experience in the planning, management and delivery of administrative and programme support services is required.

• Experience in managing diverse teams of staff and significant financial resources is required.

• Experience in the management of complex multi-year and multi-stakeholder projects involving planning, implementation, monitoring and evaluation in the United Nations is desirable.

• Experience in the management of complex multi-year and multi-stakeholder projects involving planning, implementation, monitoring and evaluation in the United Nations is desirable.

• Experience in change management and managing in a complex and multicultural settings is desirable.

• Experience in facilitating intergovernmental processes and multilateral diplomacy, as well as experience in handling a multi-disciplinary portfolio of tasks and duties is desirable.

• Experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English (both oral and written) is required. Knowledge of French is desirable.

How to Apply

For more information and job application details, see; Department for General Assembly and Conference Management – DCS Nairobi Chief, Division of Conference Services Jobs in Kenya

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