CONFERENCE AFFAIRS OFFICER (Project Post) is needed in Nairobi, Kenya

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CONFERENCE AFFAIRS OFFICER (Project Post), Nairobi, Kenya
Organization: United Nations Office at Nairobi
Country: Kenya
City: Nairobi
Office: United Nations Office at Nairobi
Grade: P-4
Closing date: Saturday, 27 April 2024

Organizational Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON supports programme implementation of the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services ( This post is in the Planning and Coordination Section. Division of Conference Services (DCS), UNON. Under the direct supervision of the Chief, Planning and Coordination Section and the overall supervision of the Chief, Division of Conference Services UNON and in close coordination with the Project Principal Officer, the Conference Services Officer will be responsible for the assessment of the requirements of the UNON Division of Conference Services (DCS) from the early stages of the project, the Gigiri Master Plan (GMP).


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


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.


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.

Job – Specific Qualification

Not available.

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.


English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of ” confident” in two of the four areas.


Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment against this position is for an initial period of one year and may be subject to extension. Staff members are subject to the authority of the Secretary General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Individual Contractors and Consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for or be appointed to any professional and higher temporary or fixed-term positions, within six months of the end of their current or most recent service. For such positions, at least six months need to have elapsed between the end of a consultancy or individual contract and the time of application and consideration for an appointment as a staff member under the Staff Rules and Regulations of the United Nations. Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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