Overview
The Meetings Associate acts as a contact person and coordinator for administrative, logistics, and documentation support for international meetings and conferences held at FAO. The role ensures the smooth preparation and organization of meetings and the registration and accreditation of participants.
Key Responsibilities
- Manage arrangements and administrative support for meetings and conferences held at FAO; act as contact person for all meetings support issues and activities;
- Receive, screen and draft correspondence related to meeting preparation and organization; follow-up on deadlines and necessary actions;
- Supervise the preparation of pre- and in-session meeting documents, proofread and check working documents ensuring consistency of format and translations; ensure timely translation, printing, dispatch and storage of meeting documents;
- Assist in financial planning and management of meetings and maintain financial records; draft Letters of Agreement with host governments or other organizations;
- Supervise logistics arrangements for meetings held at FAO; ensure provision of meeting rooms, facilities, and equipment;
- Supervise administrative and personnel matters; prepare draft requests for conference staff and recruitment of temporary staff; initiate administrative transactions in FAO's computerized financial/personnel systems; maintain detailed records for each meeting;
- Receive and route communications and visitors; respond to specific and complex queries;
- Distribute work and supervise meetings support staff and temporary staff;
- Manage and improve filing and storage of relevant meetings information, as well as meeting statistics; compile reports;
- Find adequate solutions to problems and issues arising and recommend improvements to current work processes;
- Perform other duties as required.
Required Experience
Five years of experience in administrative and logistics support of meetings and conferences.
Qualifications
Secondary School Education.
