Head, Meetings Support

Under the immediate supervision and direction of the Director, Conference Division, the Head of the Meetings Support Section provides executive leadership and high-level management of the Section, which comprises two service areas:

Meeting Services (MS):Logistical and administrative support for IMO’s meetings (including registration, audio/visual arrangements, hybrid/virtual technologies and interpretation)

Document Services (DS):Coordination of official documentation planning and processing, ensuring timely, accurate document delivery for Member States.

The incumbent oversees strategic planning, stakeholder engagement, policy formulation, resource management, and continuous improvement across these service areas, ensuring the delivery of efficient, high-quality support for IMO’s core functions.

Strategic Planning & Coordination

Provide overall strategic direction, leadership and managerial oversight for the Meetings Support Section, comprising Meeting Services and Document Services.

Establish sectional objectives, priorities, performance standards and workplans, and ensure their implementation through the Meeting Services Officer and the Document Services Officer.

Ensure coherence, coordination and appropriate allocation of human, financial and technical resources across the Section. Supervise, guide and coordinate the Meeting Services Officer and the Document Services Officer, ensuring effective integration between the two service areas and accountability for service delivery.

Review sectional performance, address escalated issues, and take decisions on priorities, resource use and service adjustments affecting the Section as a whole.

Policy Advice & Organizational Development

Advise the Director on policy matters related to meetings, document, and language technology services, anticipating organizational needs and recommending strategic improvements.

Develop and implement contingency plans to address emergency scenarios (e.g., pandemic-related or other special measures), ensuring minimal disruption to services.

Ensure compliance with administrative rules and policies, including conditions for freelance language staff.

Promote benchmarking and collaboration with other international organizations to identify best practices and uphold high standards in conference servicing.

Engage in change management strategies to strengthen and reform documentation processes, including participation in the development and deployment of global IT applications (e.g., gDoc 2.0, gText, gData).

Representation & Stakeholder Engagement

Represent the Organization, on behalf of the Director, in high-level negotiations and consultations (e.g., with UN-CEB/AIIC) related to meeting and documentation services. Serve as the principal focal point for Member States, observer organizations, and external partners, addressing inquiries and ensuring seamless support for all meeting-related needs.

Oversee agreements for conference facility rentals, from initial contracting and invoicing to full-service delivery and follow-up.

Meeting Services

Provide overall direction and oversight for the planning, coordination and delivery of all official IMO meetings (plenaries, working groups, intersessional sessions) across all formats (in-person, hybrid, virtual), through the Meeting Services Officer.

Oversee interpretation service arrangements, including workforce planning, contractual compliance and service standards, while day-to-day operational planning, scheduling and delivery are carried out within Meeting Services.

Document Services

Provide overall direction and oversight for the planning, preparation, processing and dissemination of meeting documents, ensuring timeliness and quality through the Document Services Officer.

Promote effective coordination within the Division and across the Organization to guarantee the timely delivery of documents for all stakeholders.

Monitor and report on key document metrics, identifying trends, risks, and opportunities for enhanced efficiency.

Continuous Improvement & Partnerships

Identify and propose enhancements to meetings, documentation, and language technology policies and procedures; address capacity issues; and develop backup plans as needed.

Foster relationships with internal and external stakeholders to stay abreast of emerging technologies and best practices.

Champion continuous improvement by leveraging innovative tools and methodologies to optimize efficiency, reduce turnaround times, and maintain service excellence.

Perform other relevant duties as required.

Ability to provide strategic direction and managerial leadership by setting clear results-oriented goals aligned with organizational priorities, allocating resources at sectional level, effectively managing priorities and driving team performance to achieve organizational objectives.

Demonstrated ability to provide expertise in planning, coordinating, supervising, and delivering conference services under high-pressure conditions, demonstrate professionalism by consistently meeting deadlines, maintaining composure in challenging situations, and upholding quality standards.

Demonstrated ability to leverage excellent interpersonal, leadership, and networking skills in international and cross-cultural settings, engaging with Member States, observer organizations and other key stakeholders with a high level of tact and diplomacy to sustain collaborative partnerships.

Demonstrated ability to exercise resourcefulness, initiative and sound  judgement including the capacity to innovate, adapt to evolving demands and maintain a results-oriented approach.

Demonstrated commitment to confidentiality, a proven record of effective teamwork, fostering trust, supporting colleagues’ professional development and contributing to an inclusive environment that promotes collaboration and shared success.

A minimum of 10 years of progressive experience in conference management in an international, multilingual setting is required. Proven experience of at least 5 years in a managerial capacity  providing leadership in international organizations is essential.

An advanced university degree* in communications, international affairs, public or business administration, or other related fields is essential. A professional qualification in conference/event management and planning would be an advantage. 

*A first-level university degree with four additional years of experience may be accepted in lieu of the advanced university degree.

Proficiency in English, both written and oral, is essential. Proficiency in  other official language(s) of the UN will be an asset.

Knowledge and experience of the various UN and interagency infrastructures regulating the employment of interpreters and other freelance language professionals is essential. Knowledge of the full range of documentation processing for a large international multilingual organization and familiarity with proactive and integrated document and conference management, including advance planning of documentation and/or meetings is essential. Knowledge of the UN’s multilateral process is desirable. 

Fixed-term for two years (first year is probationary) with the possibility of further extension, subject to satisfactory performance.