Administrative Officer (Conference Services)

Within assigned authority, the Administrative Officer will be responsible for the following specific duties:

General Administration 

• Initiate and coordinate the management of administrative and communication activities undertaken by the Service; coordinate diverse projects in CMS, and, in liaison with other Departments as appropriate, provide programmatic and substantive reviews of drafts prepared by others. 
• Provide advice to the Chief on a wide range of issues related to the functions and responsibilities of the Section; keep the Chief informed on all matters requiring personal attention, assist in formulating options as to how those matters might be handled, and ensure appropriate follow-up, as directed. 
• Provide advice to others on human resource administration, financial administration and management issues and practices; provide substantive input in the preparation of position papers and reports for presentation to intergovernmental bodies; prepare various written outputs for the Chief, briefing notes, background papers, analysis, substantial sections of reports and studies, etc. 
• Support the Chief in meetings of inter-governmental bodies and Member State representatives including preparation of relevant materials, documentation and presentations. 
• Produce major/complex reports for management. 
• Supervise the team in the Office of the Chief and provide guidance and leadership on various administrative issues and practices in the management of conference services. 
• Determine communications priorities and coordinate internal and external communication activities in official languages for CMS (internal and external messages, including for social media, newsletters, etc.); lead the coordination of multilingual events. 
• Provide guidance in the provision of support services, including procurement of supplies and services for conference services; information technology support; and provision of local service requirements. 
• Collect and analyse data to identify trends or patterns and provide insights through graphs, charts, tables and reports to enable data-driven planning, decision-making, presentation and reporting. 
• Perform other related duties as required. 

Budget and Finance 

• Coordinate and manage extrabudgetary services in all areas of conference operations: meetings services, interpretation and documentation. 
• Initiate studies to improve budget reporting systems and cost-effective utilization of programme, training, IT and procurement resources. 
• Monitor budgetary allocations through regular reviews; draft routine and ad hoc outputs; and provide effective monitoring reports and data. 
• Establish and maintain a set of procedures, standards and tools which are consistent with United Nations policy and practice in order to ensure proper accounting, financial management and control. • Oversee the preparation of the budget fascicle. Human Resource Management 
• Provide guidance on actions covering the entire span of human resource activities: internship programme, outreach activities, training for upgrading substantive and IT skills, inductions, and performance appraisals, ensuring consistency in the application of United Nations rules and procedures.
• Lead, oversee and coordinate the preparation and implementation of the training programmes and budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources; provide advice on resources and conditions for application to staff in the Service. 
• Represent CMS in the various administrative meetings. 
• Review post incumbency reports for purposes of vacancy management and staffing table control.