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ACP Secretariat

Conference Messenger

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

The Secretariat of the African, Caribbean, and Pacific Group of States (ACP) hereby publishes the vacant post of Conference Messenger (GS 1) at the ACP Secretariat.

  

Pleased find attached:

 

-              The Job description of the post;

 

-              The conditions of service and employment for the post.

 

 Applications for the post should be sent to: ACP Secretariat, 451 Avenue Georges Henri, 1200 Brussels - Belgium, or by e-mail to: hr@acp.int and must reach the Secretariat not later than 22nd February 2020.

 

Applications must be accompanied by the following:

 

a)       an updated curriculum vitae completed in this format     https://europass.cedefop.europa.eu/editors/en/cv/compose (This is a mandatory requirement).

 b)      Copies of academic and professional qualifications: diplomas, certificates, etc.;

 c)       Reference documents attesting to the work experience and competence of the applicants;

 d)      Contact details of at least one referee from each post held in the past two (2) years of employment;

 e)      A copy of a valid Belgian Identity Card or Permanent Residence Permit (only applications form EU nationals and residents will be considered).

 

 Please note the following:

 a)      The contract of employment for this post will be based on Belgian Labour and Social Security Laws;

 b)      Only short-listed candidates will be contacted.

 

  Job Description

 

I. Post Information

 

Post Title: Conference Messenger

 Organizational Unit: Administration, Finance and Human Resources (AFHR)

 Supervisor/ Grade: Head of Conference Services/P5

 Current Grade: GS1

 

 II. Organizational Context

 Under the guidance and direct supervision of the Head of Conference Services, the Conference Messenger is responsible for the logistical arrangements of meetings. He/she takes care of all logistical arrangements to ensure that the conference rooms are prepared in keeping with the requisite format specific to individual ACP and ACP-EU meetings; displays participants’ nameplates appropriately, ensures adherence to the selected seating order and provides participants and interpreters with the relevant meeting documents. The Conference Messenger sets up and assists in the use of IT equipment and any other audio-visual aids to facilitate presentations during meetings and conferences at the ACP Secretariat.

In collaboration with, and particularly in the absence of the Secretary to the Conference Service, the Conference Messenger receives and coordinates requests to reserve meeting rooms. He/she maintains a stock of documents from previous ACP Group meetings for submission, on request, to ACP delegates. The Conference Messenger assists in providing and maintaining quality service to the ACP Secretariat’s Departments and ACP Missions and Observers to ACP Group meetings.

On a daily basis, the Conference Messenger routinely interacts with all ACP Secretariat staff and regularly engages with ACP diplomatic missions in order to provide and receive relevant information pertaining to current and future meetings organized by or at the ACP Secretariat.

 The Conference Messenger usually forms part of the advance team that assists the Head of Conference Services in preparing facilities for meetings held outside Brussels and in ensuring that the host country complies with the technical and logistical requirements as they relate to the organization of meetings. He/she ensures, before the arrival of the other staff members, that the meeting rooms and conference facilities meet the ACP Secretariat’s requisite conditions. The Conference Messenger is also responsible for overseeing and ensuring the transportation of ACP materials (documents, ACP flags, office items, etc.) to and from the ACP Secretariat in Brussels for various official missions. During missions abroad, the Conference Messenger coordinates the team of local staff assigned to assist the ACP conference team in preparing documents, meeting rooms and carrying out other tasks of a logistical nature. 

 

  III. Functions / Key Results Expected

 

Summary of Key Functions:

 ·         Responsible for the logistical arrangements of meetings.

 ·         Conveys documents and all practical information, including programmes for ACP/ACP-EU meetings (electronically or by fax) to delegates.

 ·        Receives and coordinates requests for use of ACP Secretariat meeting rooms from the Secretariat’s Departments and ACP Missions and Observers, particularly in the absence of the Secretary  to the Conference Service. 

 ·         Sets up and assists in the use of IT equipment and any other audio-visual aids to facilitate presentations during meetings and conferences at the ACP Secretariat. 

 

 1.       Responsible for the logistical arrangements of meetings, focusing on achieving the following results:

 •                    Conference rooms appropriately set up based on the requisite format, with participant nameplates displayed in accordance with the established seating order.

 •                     Relevant meeting documents provided for participants and conference Interpreters.

 •                     Smooth running of ACP/ACP-EU meetings held in Brussels and in ACP and EU member countries.

  

2.       Conveys documents and all practical information, including programmes, for ACP/ACP-EU meetings (electronically or by fax) to delegates, focusing on achieving the following results:

 •                     Provision of appropriate documents and information on past, present and future ACP/ACP-EU meetings/conferences to delegates.

 •                     Availability of ACP meeting schedules and other useful information to delegates.

 

 3.       Receives and coordinates requests for use of ACP Secretariat meeting rooms from the Secretariat’s Departments and ACP Missions and Observers, particularly in the absence of the Secretary to the Conference Service, focusing on achieving the following result:

  •                     Meeting room requests duly considered and processed.

 

 4.       Sets up and assists in the use of IT equipment and any other audio-visual aids to facilitate presentations during meetings and conferences at the ACP Secretariat, focusing on achieving the following result:

  •                     Facilitation of presentations.

  

IV. Impact of Results

The key results improve the quality of service offered to delegates and provide the ACP Group with better visibility, with Conference Services serving as a showcase for the ACP Group.

 

 V. Competencies

 

Core Competencies:

 •                     Courteous, tactful and able to work effectively with people from different national and cultural backgrounds.

 •                     Takes initiative and seeks opportunities to initiate action.

 •                     Accepts working within a team, contributing actively and constructively to the work of the team.

 •                     Stays calm and maintains composure under stress or during a crisis, keeping disruptive emotions under control.

 

  Operational Effectiveness:

 •                     Ability to handle a large volume of work possibly under time constraints.

 •                     Ability to respond quickly and accurately to internal and external queries regarding meeting rooms and programmes.

 •                     Good verbal and written knowledge of English or French.

 •                     Comprehensive knowledge of basic IT tools.

           

 Planning, Organizing and Multi-tasking:

 •                     Ability to work consistently and efficiently on routine tasks, maintaining a high level of accuracy and neatness.

 •                     Establishes, builds and maintains effective working relationships with staff, delegates and external clients to facilitate the provision of support.

 

VI. Recruitment Qualifications

  

Education:         

 Secondary school diploma or equivalent.

 

Experience:       

 At least two (2) years’ experience in basic administrative work, preferably in a Public Sector institution.

 

Language Requirements:            

 Good command of English or French or Portuguese or Spanish. Working knowledge of at least one of the other three would be an added advantage.

 

 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

 The conditions of service for this post will be in line with the Belgian Labour and Social Security Laws.

 

 REMUNERATION:

 Will be in line with the ACP Secretariat Salary Scales.

 

 

 

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