Post Title: Rapporteur/Head of Conference Services
Office: Department of Administration, Finance and Human Resources
Supervisor: Assistant Secretary General
Duty Station: OACPS Secretariat, Belgium
Posting period: 1 September 2021 to 31 October 2021
Post Number: ACP/41/062/21/AFHR/HR/CNA
No. of Vacancies: 1
The Rapporteur/Head of Conference Services is under the overall guidance and supervision of the Assistant Secretary General in charge of Administration, Finance and Human Resources (ASG, AFHR).
As Rapporteur, the incumbent provides support to the Office of the Secretary General to service the Bureau/Enlarged Bureau and Committee of Ambassadors, the Bureau and Council of Ministers. ensuring high quality, accuracy and consistency of work. The incumbent promotes a client-oriented approach consistent with the Rules and Regulations of the OACPS and has direct contact with all staff in the Secretariat, the Ambassadors, Ministers, EU and other partners on matters related to his/her functions.
As Head of the Conference Services Unit, the incumbent will supervise the translation, revision, production and distribution of documents produced in the Secretariat, planning, organizing and supervising the interpretation services as well as the functioning and maintenance of the meeting facilities. He/she also defines and proposes the linguistic and conference policies of the Secretariat, prepares a draft budget for the Conference Services, defines and supervises the work programme and evaluates the performance of the members of staff in the unit. In the pursuit of the efficient running of Conference Services, the Head needs to interact with internal and external partners, heads of unit or departments in organizing their meetings, other senior staff in the framework of the management meetings designed to coordinate the Secretariat actions, OACP States Missions in Brussels and other official OACPS bodies which may require relevant services.
Functions / Key Results Expected
1. Drafts agendas, preparatory documents and minutes of meetings of the Bureau /Enlarged Bureau, Committee of Ambassadors, Bureau of Council and Council of Ministers and of related joint institutions as defined in the OACPS-EU Partnership Agreement, participates in meetings and ensures availability of documents, ensures follow-up of meetings and implementation of decisions, focusing on the achievement of the following results:
2. Prepares statements for the Chair of the Bureau, Committee of Ambassadors to deliver in meetings and “Speaking Notes” for the President of Council with accuracy and relevance of information, focusing on the achievement of the following result:
3. Prepares draft summary records of meetings including weekly management meetings, focusing on achievement of the following results:
4. Consults with the Secretary-General’s Cabinet and Specialists and cooperates with staff in the OACPS Secretariat in the preparation of meeting schedules for the OACP States and ensures the programming, preparation and practical organisation of all OACPS, OACPS-EU and other meetings involving the OACPS in Brussels and elsewhere, focusing on achievement of the following results:
5. Coordinates and supervises the in-house interpretation services and provides overall supervision of the translation section, focusing on achievement of the following results:
6. Prepares a draft budget for the Conference Services, defines and supervises the work of the programme and evaluates the performance of relevant Conference Services staff, focusing on achievement of the following results:
7. Establishes and maintains contact with the EU Conference Services, as well as with any other organisation or institution, focusing on achievement of the following results:
Impact of Results
The key results have an impact on the smooth functioning of the proceedings of the Committee of Ambassadors and Council of Ministers, the accuracy of the records of the proceedings, issues discussed and decisions taken, and on the confidence of Member States in the services provided by the Secretariat and its institutional memory. A good planning of the meetings and the documentation helps the organization to take decisions in proper material conditions with interpretation provided to facilitate communication.
Masters degree or equivalent in international relations, Languages, political science, social sciences, Legal or other related fields.
Minimum of 10 years of progressively responsible professional experience including 5 years in an international organization. Demonstrated experience in the area of drafting papers for a broad audience and experience in international conference organization is desirable.
Very good command of English or French and a good command of the other. Working knowledge of Portuguese or Spanish would be an added advantage.
Shortlisted applicants will be interviewed and may be assessed through other methods.
Candidates for the post must be nationals of Member States from the African, Caribbean and Pacific Regions and must therefore attach a copy of their valid passport for proof of nationality. Applications from non-OACPS nationals will not be considered.
Staff Members of the OACPS are subject to the authority of and duties assigned by the Secretary General and will discharge their functions under conditions established by the Secretary General.
All employment decisions are made on the suitability of the candidate and the needs of the OACPS. Due regard will be paid to the importance of recruiting staff on as wide a geographical basis as possible.
The appointment to this position is for an initial period of 3 years and renewal thereof is subject to the needs of the OACPS and availability of the post or funds.
Applications for this post should be sent by e-mail to: email@example.com and must reach the Secretariat by mid night on the deadline date.
Applications must be accompanied by an updated curriculum vitae completed in the following format: https://europass.cedefop.europa.eu/editors/en/cv/compose. Applications in another format will be treated as incomplete and will not be considered for further evaluation. Applicants must provide copies of degrees, diplomas, certificates and any other documents attesting to their competence and professional experience.
Only shortlisted candidates will be contacted and those under serious consideration will be subject to reference checks.
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