United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the programmes of administration, conference services and public information and provides security and safety services for United Nations staff and facilities in the United Nations Office at Nairobi.

Responsibilities

Under the supervision of the Chief, Design and Construction Section, the Conference Affairs Officer will be responsible for the following duties and responsibilities:

Conference Affairs:  

• Evaluate the needs of the division at all stages of the project (design, construction, project completion).
• Ensure that the concept design complies with the needs for conference rooms and support space.
• Oversee the coordination of the conference schedule with DCS during the construction phase.
• Conference services represents the core objective of the project, and as such it is necessary that full time support is provided to the project to ensure that the complex and detailed needs are fully considered during the design and the construction phases.
• As the conferencing expert for the project, lead in the description of the conference facilities requirements, providing substantive input to the project in terms of number and sizes of meetings spaces and support services areas as well as their technical, multilingual, and seating styles requirements during the design phase.
• Revise design proposals, alternatives and adjust requirements according to the evolution of the project.
• Inquire and research latest conferencing developments and technologies that may benefit the project targeting a design that can service Nairobi’s present and future requirements, including those addressing accessibility conference services, evaluating how technological developments in conferencing as well as international trends can shape the design concept for the benefit of the project.
• Manage Nairobi’s schedule of conferences during construction phase by preemptively consulting with major UNON clients to adjust their meetings and conferences requirements and/or calendar to match meeting spaces availability according to the construction phase progress.
• Manage risks emanating from possible changes in construction schedule that may impact Nairobi’s conferences schedule.

Communication:  

• Prepare brochures, presentations and other marketing material to solicit Voluntary Contributions or in-kind contributions from Member States and other potential donors for various aspects of the project.  Draft/compile information and communications products for target audiences, including newsletters, brochures, briefings, press releases, reports, video clips, etc. Works with the United Nations Information Service (UNIS) and Visitors Service for overall public information and awareness creation on the (GMP).  Assist the Project Manager in drafting the overall (GMP) Communications Strategy.  Develop the (GMP) intranet, internet and social media strategy, identify branding needs and coordinate implementation. Act as the UNON\Division of Administration (DAS) focal point for updating the DAS/GMP page.  Develop and maintain the (GMP) media content and establish a calendar for regular updates; carry out research, generate, edit and post content, text, photos, captions, infographics and short video clips on (GMP) social media, UN internet websites and UNON intranet sites in support of the overall (GMP) Communication Strategy.   Collect and analyze data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.  Perform other related duties as required.

Requirements

Competencies

• PROFESSIONALISM: Knowledge of the Organization’s conference policies, procedures, and practices and of the work of intergovernmental bodies. Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps. Ability to research, select, organize, and summarize information required for the project needs. Assessing proposed facilities designs including those of ICT related services as well as multilingual requirements and all aspects impacting the servicing of major intergovernmental conferences, venues for meetings and Conferences. Ability to show a high level of versatility, judgement, and discretion. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments. Adjusts priorities as required. Allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.
• COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed.
• TECHNOLOGICAL AWARENESS: Keeps abreast of available technology. understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.

Education

• Advanced university degree (Master’s or equivalent) in business or public administration, communications, journalism, marketing, public relations, international relations, 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 advance 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 (7) seven years of progressively responsible experience in management and servicing of large complex intergovernmental conferences at international conference centers is required.    Experience with modern conferencing technologies such as video conferencing, remote simultaneous interpretation and web casting is desirable.    Two (2) years or more of experience in data analytics or related area is desirable.