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Interim Deputy Head of Conference Section (Maternity Cover) - Corporate Services Division

12:07:00 PM

Reference: 120400390
Location: London, UK
Closing Date: 8 May 2012

General information

The Conference Section forms part of the Corporate Services Division. It is the primary focal point for all matters involving planning, coordination and delivery of conference services for Ministerial and other pan-Commonwealth meetings, hosted overseas by member countries, convened at the Secretariat headquarters in London or at other external venues. It is the central point of contact for Secretariat Divisions and host governments on all administrative and logistical matters relating to conference services for Commonwealth meetings. A particularly high-profile activity is the organization of the biennial Commonwealth Heads of Government Meeting (CHOGM).

The Conference Section consists of the Head of Conference Section, the Deputy Head of Conference Services and an Events Coordinator. This small team works closely with senior government officials and Secretariat staff. It also coordinates events at Marlborough House and has a lead role in organizing public access to the building through open days and guided tours.

Job summary

The Interim Deputy Head assists the Head of the Conference Section in planning and implementing all aspects of conferences and other events organized by the Secretariat, and helps to ensure that the Section operates efficiently. The post holder has lead responsibility for the organization of some events.

Task description

The post holder:

  • Assists the Head of the Conference Section in the effective operation of the Section and deputises as required
  • Assists the Head of the Conference Section to develop policies, strategies, guidelines and procedures relating to conference management
  • Plans, manages and delivers Ministerial and other high-level meetings, assuming the role of Conference Officer for some meetings
  • Prepares, manages and accounts for conference budgets, ensuring compliance with the Secretariat’s financial rules and regulations
  • Suggest ideas to promote greater awareness within the Secretariat of conference practices and procedures. Reviews procedures and processes and proposes ways to improve and modernise them in line with best international practice
  • Within agreed guidelines, and in consultation with the Head of Section as appropriate, provides advice regarding management of Secretariat conferences and related issues both internally to Directors and colleagues and externally to appropriate national authorities
  • Undertakes conference planning missions overseas individually or as part of team and prepares a written assessment of the host country’s conference preparations
  • Prepares conference and other meeting reports
  • Cultivates a network of relationships with relevant national authorities, Civil Society and international organisations and with Secretariat partner Divisions in order to get the work done
  • Using Microsoft suite of programmes, maintains and provides advice on the design of the Section’s database, conference matrices and spreadsheets, ensuring accuracy and accessibility.
  • Advises on the design and content of conference websites and logos
  • Works closely with travel agents, hotels and other service providers to negotiate the most attractive and cost-effective terms for the Secretariat within approved guidelines and policies
  • Helps to organize annual Commonwealth Day activities and London Open Day visits to Marlborough House
  • Liaises with external clients and caterers to identify their needs and means of providing these within agreed guidelines and advises them on Secretariat protocols and procedures
  • Scheduling, prioritizing and managing the booking and allocation of meeting rooms and advising on best use of the rooms
  • Prepares and edits Guidance Notes on organization of conferences and general correspondence, supervises preparation of schedule of Secretariat conferences for the website
  • Attends and supervises functions held at Marlborough House to ensure adherence to protocol and efficient use of Rooms
  • The post holder has a responsibility to help ensure the preservation of the Secretariat’s property and resources
  • Carries out any other duties that may be entrusted to him/her by the Line Manager or senior Management

Person Specification

Education:

Minimum Qualifications

A university degree or relevant professional qualification. Candidates without these qualifications may be considered provided they have significant experience in increasingly responsible positions in conference management or related activity.

Experience:
  • At least five years experience in conference organisation with at least two years sole or overall responsibility in conference management and planning;
  • Ability to work on own initiative and make decisions in challenging circumstances
  • Good understanding of global and Commonwealth political matters and ability to act at all times with diplomacy and tact;
  • Strong written and oral communication skills
  • Ability to travel extensively often at short notice
  • Experience of conference or event management in an international context

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