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ACP Secretariat

Head of Conference Services

Department of Administration, Finance, & Human Resources (AFHR) · Brussels, Brussels
Department Department of Administration, Finance, & Human Resources (AFHR)
Employment Type Full-Time
Minimum Experience Manager/Supervisor

The Secretariat of the African, Caribbean and Pacific Group of States (ACP) has the honour to inform them of the vacant post of Head of Conference (Grade P5) at the Secretariat.

 

Find below:

  • The Job description of the post;
  • The conditions of service and employment for the post.

Applications must be accompanied by updated curriculum vitae completed in this format: https://europass.cedefop.europa.eu/editors/en/cv/compose, provide copies of degrees, diplomas, certificates and any other document attesting to the competence and professional experience of the candidates. Up-to-date reference letters for the past ten (10) years of work experience must be attached.  

Candidates for the post must be nationals of Member States of the ACP Group and must therefore attach a copy of their valid passport for proof of nationality. Applications from non-ACP nationals will not be considered.

 

Job Description

 

I. Post Information

 

Post Title: Head of Conference Services

Organizational Unit: Conference Services/AFHR

Supervisor/ Grade: Assistant Secretary General/Administration, Finance and Human Resources (AFHR)/ ASG

 

Current Grade: P5

  

II. Organizational Context 

Under the guidance and supervision of the Assistant Secretary-General, Administration, Finance and Human Resources (AFHR), the Head of the Conference Service provides and manages conference, linguistic and logistical services for the ACP Secretariat and the ACP Group in general, ensuring consistently high-quality performance. He/she promotes a client-oriented approach consistent with ACP rules and regulations.

     

The Head of Conference Services supervises staff members responsible for the translation, revision, printing and distribution of documents and meeting-related documentation produced in the ACP Secretariat. He/she is also directly responsible for planning and organizing the work of the interpretation services, and supervises the staff responsible for the operation and maintenance of the meeting facilities and equipment, and the cafeteria. The Head of Conference Services proposes and formulates the Secretariat’s language and conference policies, prepares a draft budget for the Conference Services, establishes and oversees the work programme and evaluates the performance of the members of his/her staff. 

 

In the interest of efficiency, and in organizing meetings, the incumbent needs to interact with internal and external partners, including management and technical staff, ACP diplomatic missions in Brussels, EU and other international institutions, freelance language professionals, learning institutes, professional associations; etc.

 

III. Functions / Key Results Expected

 

Summary of Key Functions:

 

  • Consults and cooperates with the Secretary-General’s Office and the ACP Secretariat’s client departments for the preparation of meeting schedules for the ACP Group and ensures the programming, preparation and practical organisation of all ACP, ACP-EU and other meetings involving the ACP Group in Brussels and elsewhere.
  • Coordinates and supervises the interpretation unit and prepares a weekly interpretation schedule and supervises the Revisers who oversee and are directly responsible for the translation and editing of all the documents submitted for translation
  • Prepares a draft budget for the Conference Services, establishes and oversees the work programme and evaluates the performance of all Conference Services staff.
  • Coordinates and supervises staff members responsible for preparation of the meeting rooms and associated equipment and distribution of meeting documents.
  • Establishes and maintains contact with counterparts and relevant units within the EU Institutions and other partner organisations. 

 

  1. Consults and cooperates with the Secretary-General’s Office and the ACP Secretariat’s client departments for the preparation of meeting schedules for the ACP Group and ensures the programming, preparation and practical organisation of all ACP, ACP-EU and other meetings involving the ACP Group, in Brussels and elsewhere, focusing on achieving the following results: 
  • Monthly schedule of meetings and a schedule of major ACP-related events, prepared well in advance and updated on a weekly basis.
  • Interpretation, translation and logistical services made available on a timely basis.
  • Meeting requests are duly met based on the services available.
  • Meetings are held on the scheduled dates and times. 

2. Coordinates and supervises the interpretation unit, prepares a weekly interpretation schedule, and supervises the Revisers who oversee and are directly responsible for the translation and editing of all the documents submitted for translationfocusing on achieving the following results:

  • Meetings are efficiently covered by the ACP’s interpretation unit, as necessary.
  • External interpreters and translators are recruited, when necessary, to meet work requirements.  
  • Ensuring that all documents are translated into the languages requested on a timely basis.
  • Prompt distribution of documents to the entities and organs responsible for review.
  • Availability and timely distribution of all documents for meeting participants prior to the scheduled date of the meeting. 

 

3. Prepares a draft budget for the Conference Services, establishes and oversees the annual work programme and evaluates the performance of all Conference Services staff, focusing on achieving the following results:

 

  • Draft budget ready for discussion and approval.
  • Conference Services work programme established and implemented according to plan.
  • Performance evaluation of Conference Services staff carried out according to schedule, including discussions of performance with the respective staff members.

 4. Responsible for proper maintenance of the meeting rooms, focusing on achieving the following result:

 

  • The conference rooms are well kept and clean, equipment in good working order and required materials and supplies available, so that discussions can take place under good conditions.

 5. Establishes and maintains contact with counterparts and relevant units within the EU Institutions, and any other partner organisations, focusing on achieving the following results:

  • Remaining up-to-date on conference service practices on the international scene.
  • Securing technical assistance from the relevant EU services for the organisation of competitive examinations for recruiting ACP interpreting and translation staff. 

 

IV. Impact of Results 

The results have an impact by enhancing the image of the ACP Group and its Secretariat and in helping the ACP Group’s governing organs to take decisions in optimum material conditions.

 

V. Competencies 

Corporate Competencies:

  • Demonstrates and promotes the highest standard of integrity, impartiality, fairness and incorruptibility in all matters affecting his/her work and status.
  • Accepts responsibility and accountability for the quality of the outcome of his/her decisions.

 

Functional Competencies:

  • Ability to plan, manage and supervise the work of the Conference Service staff.         
  • Excellent written and oral communication skills in English and/or French.
  • Ability to work well with others and foster a team spirit, and must be flexible and appreciate and accept advice. 
  •  

Corporate Competencies:

  • Demonstrates and promotes the highest standard of integrity, impartiality, fairness and incorruptibility in all matters affecting his/her work and status.
  • Accepts responsibility and accountability for the quality of the outcome of his/her decisions.

 

Functional Competencies:

  • Ability to plan, manage and supervise the work of the Conference Service staff.         
  • Excellent written and oral communication skills in English and/or French.
  • Ability to work well with others and foster a team spirit, and must be flexible and appreciate and accept advice. 

 

Managerial Competencies:

  • Ability to organize and prioritize work schedules in keeping with client needs and deadlines.
  • Establishes, builds and maintains effective relationships within the work unit, as well as with internal and external clients.
  • Strong planning, organizational, problem-solving, coordination and negotiating skills. 

 

Behavioural Competencies:

  • Listens to others, interprets messages correctly, asks questions for clarification purposes and demonstrates an interest in having two-way communication. 
  • Ability to work in a multidisciplinary team of people from diverse cultures, and with varied expertise and experiences.

 

VI. Recruitment Qualifications

 

Education:

Masters degree or equivalent in relevant modern languages, Administration, International Relations, or other related fields.

 

Experience:

Minimum of ten (10) years of progressively responsible professional experience in the area of international conference organisation, at national and international level.

 

Language Requirements:

Excellent command of English or French, and a good working knowledge of Portuguese or Spanish. 

  

APPOINTING AUTHORITY

Staff Members of the Professional and General Services categories are appointed by the Secretary-General on the recommendation of the Recruitment Advisory Committee chaired by the Assistant Secretary-General, Head of the Department of Administration, Finance and Human Resources.

 

CONDITIONS OF SERVICE FOR THE AFOREMENTIONED POST

In the framework of their functions, members of staff are governed by the Staff Regulations of the Secretariat and by any other decision that may be adopted by the competent ACP authorities regarding employment.

 

REMUNERATION: 

Depending on professional background, experience and family situation, the ACP Secretariat offers a competitive remuneration and benefits package.

Thank You

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  • Location
    Brussels, Brussels
  • Department
    Department of Administration, Finance, & Human Resources (AFHR)
  • Employment Type
    Full-Time
  • Minimum Experience
    Manager/Supervisor