Protocol and Conference Administrator

VACANCY NOTICE NO. 13/149/EDIGCI/RM  INTERPOL is the world’s largest international police organization, with 190 Member Countries. Created in 1923, it facilitates cross-border police co-operation, and supports and assists all organizations, authorities, and services whose mission is to prevent or combat international crime. INTERPOL is now looking for a qualified candidate as Protocol and  Conference Administrator  within the Resource Management Sub-Directorate which is part of the Executive Directorate INTERPOL Global Complex for Innovation in Singapore. Job Title: Protocol and Conference Administrator Reporting to: Assistant Director Resource Management Location: INTERPOL, Global Complex for Innovation, SINGAPORE * Duration: 3 year fixed-term contract Grade: 5 Level of Security screening:   Basic Deadline for applications: 22 January 2014 Under the direct supervision of the Assistant Director Resource Management IGCI, the key role of the incumbent shall be to support IGCI Singapore in the preparation for and roll-out of conferences and events within the framework of INTERPOL’s activities and events calendar, ensuring proper coordination within all related areas and timely and efficient delivery of services. 1. PRIMARY DUTIES Under the direct supervision of the Assistant Director – Resource Management and  within the general framework of policies defined by the Executive Directorate Resource Management and in close coordination with the Protocol and Conference Department  in Headquarters-Lyon, the post holder shall perform the following key duties: (1)          In line with operational standards and guidelines set by the Protocol and Conference Department in Headquarters-Lyon, coordinate logistical and administrative aspects of VIP visits, conferences, meetings and events as assigned ensuring that needs are anticipated, deadlines are met and results achieved in line with expectations and the best interests of the Organization; (2)          Within the framework of established practices and procedures, the post holder plans, coordinates and as applicable, performs all administrative and operational activities related to the preparation, delivery and follow-up of high level meetings; (3)          Develops meeting and event frameworks to ensure all scenarios and issues including security, financial, legislative, cultural, and politically sensitive issues have been comprehensively studied and encompassed; (4)          Provides guidance, assistance and/or advice as required to external and internal clients on issues relating to the organisation of conferences, meetings and events to ensure requirements are met and services delivered; (5)          Performs other tasks and duties as required by the hierarchy. 2. REQUIREMENTS All candidates will be assessed on the under mentioned requirements. 2.1 Training/Education required Three to four years’ education at a university or other specialized higher education establishment. 2.2 Languages Professional fluency in both written and spoken English. 2.3 Professional experience required At least 3 years’ experience in the field of international conference and event management combined with extensive administrative experience. 2.4 Specific skills required Strong communication skills, both in written and oral form (public speaking and delivery of presentations); Experience in working with computers including knowledge of oral presentations software, business intelligence and word processing software. 2.5 Specific aptitudes required Personal and professional maturity; Ability to maintain objectivity and apply logical reasoning; Ability to work in teams as well as individually; Ability to work under pressure; Good social skills, particularly in a multicultural environment; Initiative, creativity (original thinking) and curiosity; Ability to develop and maintain professional networks; Ability to synthesize; Good listening skills. In addition to the requirements, the following Assets and Special Aptitudes would be beneficial Knowledge of Mandarin; Proficiency in any other official language of INTERPOL (French, Spanish or Arabic). 3. WORKING CONDITIONS The starting salary for a grade 5 is 3 479 (plus Interim Cost of Living Allowance) per month for a step 1. The successful candidate may be offered appointment on a higher step depending upon professional background and experience. For more information regarding conditions of service see Employment conditions for contracted officials available on the website (www.interpol.int). This post requires occasional travel on missions, sometimes of a long duration and at short notice. The incumbent will also be required to work occasional overtime based upon workload. * The Organization reserves the right to modify the Directorate and/or Sub-Directorate’s name and internal structure. This may have an impact on the functional title and reporting lines of this position. ** The Organization reserves the right to change the duty station proposed in the present circular at any time, subject to the rules in force. The incumbent will be required to undertake a two-month period of training at the Organization’s Headquarters in Lyon. This six-month period will not be considered as a mission.
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