Project Manager - International Labour Conference 2025 (temporary assignment)

Grade: P5

Vacancy no.: CALL/P/2024/14

Publication date: 3 May 2024

Application deadline (midnight Geneva time): 31 May 2024

Job ID: 11935

Department: RELMEETINGS

Organization Unit: OFFCONF

Location: Geneva

Contract type: Fixed Term

The ILO is issuing a call for expression of interest for the above position. This is an assignment of a purely temporary nature, not expected to lead to a career in the ILO. Duration is 12 months.

The selection process is not subject to the rules and procedures defined in Annex I of the ILO Staff Regulations

The following are eligible to apply:

• Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations. The Office will facilitate the temporary re-assignment of a selected internal candidate to this position.
• External candidates. A selected external candidate will be issued with a 4.2 (e) contract.

Staff members with at least five years of continuous service with the Office are encouraged to apply and will be given special consideration at the screening and evaluation stage.

The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

Applications from qualified candidates from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future, would be particularly welcome. A list of these countries can be found here: ILO Jobs: Non- and under-represented Member States

Introduction

The International Labour Office is the permanent secretariat of the International Labour Organization (ILO). The Member States and constituents of the International Labour Organization meet at the International Labour Conference (ILC), held every year in Geneva, Switzerland, in the month of June. The Conference brings together around 5,000 delegates from more than 170 countries, including Ministers and Heads of State. The ILC is normally held at the United Nations Office in Geneva, also known as the Palais des Nations. Given the ongoing renovation works in the Palais des Nations, the ILO Conference will be held in an alternative venue as from 2025. The ILO established a multi-disciplinary task team to identify alternative location options in consultation with the host country authorities and is seeking to recruit a project manager to support the organization of the International labour Conference in 2025.

The temporary position is located in the Official Relations and Conference Management Branch (OFFCONF) within the Official Meetings, Documents and Relations Department (RELMEETINGS). RELMEETINGS is responsible for servicing the governing organs of the ILO (International Labour Conference, Governing Body and Regional Meetings), and for official relations with Member States.

The Project Manager will be responsible for coordinating all aspects regarding the relocation of the International Labour Conference, from the identification of the alternative venue in consultation with the host country authorities, to the actual definition of technical requirements in liaison with the conference venue and any other external provider of conference management services and meeting facilities. The incumbent of the position will engage with members of the Multi-disciplinary Task Team and provide regular updates to senior management on project implementation. The role will contribute to enhancing the ILO-delegate experience, improve the organization's impact, and effectively deliver on the ILC event objectives.

The position will report to the Chief of OFFCONF

Specific Duties

1. Engage with and plan the work of the Multi-disciplinary Task Team in the definition of project scope and objectives, involving all relevant internal stakeholders and ensuring all technical requirements are duly taken into account, including for office space, meeting logistics, audio-visual, security, office equipment and all meeting facilities.

2. Develop a detailed project implementation plan using specific project management software.

3. Establish a project budget ensuring efficient allocation of resources and adherence to financial rules and regulations. Provide clearance for project-related expenses to be charged to the project budget in liaison with senior management and other responsible ILO departments.

4. Ensure that all project outcomes are delivered on-time, within scope and within budget. Coordinate inputs from all internal departments and services of the Office as well as external providers to meet project deliverables.

5. Provide inputs and coordinate any necessary procurement activity which is required to deliver the project activities and secure the alternative venues and services in close liaison with the ILO Procurement Bureau.

6. Develop monitoring tools to report on progress made on project targets and related information to senior management. Identify risks and proactively address issues. Develop contingency plans.

7. Develop information, briefing and training material on the project deliverables and outcomes.

8. Prepare periodic briefs and reports on assigned team outputs and activities, including periodic updates for the project Multi-disciplinary Task Team.

9. Liaise and negotiate with external providers and other counterparts. Resolve issues to ensure smooth project execution.

10. Undertake post-event evaluation to seek continuous improvement for subsequent events and document project operating procedures.

11. Perform other relevant duties as assigned.

Education

Advanced university degree (Master’s or equivalent) in business administration, conference or event management, international relations, public relations, public or business management or other relevant field. A first-level university degree (Bachelor’s or equivalent) in one of the afore-mentioned fields or other relevant field with an additional two years of relevant experience, in addition to the required experience stated below, will be accepted in lieu of an advanced university degree.

Experience

At least ten years of work experience, including at the international level, required in a domain closely related to conference management. Demonstrated project management experience including experience in the design and implementation of change management initiatives involving a wide range of stakeholders.

Languages

Excellent command of English or French with a working knowledge of the other language.

Competencies

In addition to the ILO core competencies, this position requires:

Excellent interpersonal skills, tact and diplomacy, ability to influence others, manage difficult situations with tact and move towards a common goal. Absolute discretion in dealing with confidential matters. Proven ability to take ownership of all responsibilities, to act with integrity and transparency by maintaining social, ethical and organisational norms, and to meet commitments. Strong analytical skills (i.e., can conduct root cause analysis, make recommendations, and track results). Demonstrated management and supervisory skills and ability to focus and guide both individuals and groups towards meeting objectives. Strong oral and written communication, negotiation and presentation skills. Decision making and problem solving skills. Time management and work organization skills with the ability to manage competing priorities. Ability to work effectively in a team and to build networks. Ability to work in a multicultural environment and demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit ILO Jobs. The system provides instructions for online application procedures.

Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 2 to 4 weeks following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.

Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.