Head of Conference Section - Corporate Services Division

Reference: 130400468
Location: London, UK | Salary: £69,333 per annum gross
Closing Date: 31 May 2013

Job summary

The Head of the Conference Section is responsible for the organisation of all Commonwealth conferences/meetings and other high profile events held under the auspices of the Commonwealth Secretariat, ensuring they meet the professional standards expected of a major international organisation. The post-holder reports to the Director, Corporate Services Division. The Section Head is currently assisted by a Deputy Head, and an Events Co-ordinator.

The post-holder:

In consultation and collaboration with the relevant national authorities and Secretariat lead Divisions is responsible for the planning, development, management and execution of key Commonwealth Secretariat events including the Commonwealth Heads of Government Meeting, Ministerial and Senior Officials meetings;
Develops policy, strategies, guidelines and procedures relating to conference management;
Prepares, manages and accounts for conference budgets ensuring compliance with the Secretariat’s financial rules and regulations;
Helps develop roles and responsibilities for staff members participating in overseas conferences in consultation with relevant Directors;
Directs the activities and manages the staff of the Conference Section, and approves work plans;
Supervises local staff teams on site and where necessary helps to develop local capacity in conference management;
Develops internal guidelines and procedures to promote greater awareness within the organisation of conference practices and procedures. Reviews procedures and processes and proposes ways to improve and modernise them in line with best international practice. Proposes the introduction of new technologies and other ways to improve relevant administrative procedures;
Ensures the provision of quality support services with regard to conferences and to this end, prepares and edits administrative documents, conference programmes, agendas and correspondence in order to achieve the expected results of the conference;
Prepares guidance notes on the organisation of conferences and negotiates with national authorities the hosting arrangements for meetings held away from headquarters, in particular the hosting of the biennial Commonwealth Heads of Government Meeting
Undertakes conference planning missions and site visits overseas; briefs Ministers and senior government officials on the requirements for hosting meetings and where necessary proposes solutions to overcome any challenges. Prepares a written assessment of the host country’s conference preparations;
Reports to the Director, Corporate Services Division on the outcomes of planning missions and also prepares conference and meeting reports;
Must be prepared to provide advice to senior management through the Director, Corporate Services Division on any critical matters concerning the arrangements for Commonwealth Heads of Government or Ministerial Meetings;
Provides advice on protocol matters including Commonwealth practices and procedures and helps ensure impeccable administration of attendance at meetings and events by Commonwealth Heads of Government, Ministers and other high-level personalities;
Actively develops and maintains a network of relationships with relevant national authorities, civil society and international organisations as well as Secretariat partner divisions;
Manages complex logistical arrangements for major Secretariat events including negotiation with travel agents, hotels and other service providers to ensure the most attractive and cost-effective terms;
Ensures all meeting documentation is prepared in accordance with Secretariat guidelines and house style, and to appropriate standards;
Helps to organise Commonwealth Day activities and London Open House Day visits to Marlborough House; and
The post holder has a responsibility to help ensure the preservation of the Secretariat’s property and resources.

Qualifications and Work Experience

University graduate or equivalent professional qualification.
At least five years direct conference management experience with overall responsibility for events at a senior level;
Good understanding of global political matters and most particularly those of Commonwealth member countries;
The ability to deal confidently and effectively at the highest level of government and with international organisations and to establish effective working relations ensuring dealing at all times with utmost tact and diplomacy;
Excellent organisational, analytic and problem solving skills with the ability to lead and facilitate team and project planning, coaching and developing individual and team resources;
Outstanding communication skills including strong written and oral communication skills;
Ability to travel extensively often at short notice and to work effectively under pressure; and
Excellent IT skills including databases and Microsoft suite.
Desirable: Knowledge of the activities of the Commonwealth Secretariat and of Commonwealth member countries.

About the Corporate Services Division

The Conference Section is part of the Corporate Services Division. It is the primary focal point for all matters involving planning, coordination and delivery of conference services for the Commonwealth Heads of Government, Ministerial and other pan-Commonwealth meetings in London, Commonwealth member countries or other capitals. The team works closely with Secretariat divisions and collaborates closely with member governments on all administrative and logistical matters for Commonwealth conferences. A particularly high-profile activity is the organisation of the biennial Commonwealth Heads of Government Meetings (CHOGM). The team also has a key role in coordinating major events convened at the Secretariat’s headquarters in London.