Conference Support Specialist

Organizational Setting

The Animal Production and Health Division (NSA) leads FAO’s work on sustainable livestock transformation and facilitates global dialogue, partnerships and collaboration among stakeholders across the livestock sector. NSA convenes governments, producer organizations, development and financial partners, research institutions, civil society, youth and private-sector actors to advance sustainable livestock development.

FAO is preparing the 3rd Global Conference on Sustainable Livestock Transformation, a flagship event scheduled to be held 20-21 September 2027 at FAO headquarters, Rome. The Conference will bring together Members and a broad range of stakeholders to share experiences, strengthen partnerships, mobilize investment and accelerate action towards more sustainable, resilient and inclusive livestock systems. It will build on the outcomes of previous global conferences, regional dialogues and stakeholder engagement processes.

The position is located in NSA at FAO headquarters in Rome, Italy.

Reporting Lines

Under the overall supervision of the Director, Animal Production and Health Division (NSA), the guidance of the Chief, Livestock Innovation, Climate and Post-harvest Solutions Branch (NSAL), and the immediate supervision of the Conference Technical Co-Leads, the Conference Support Specialist will work in collaboration with members of the Conference Secretariat to support the preparation, planning and organization of the 3rd Global Conference on Sustainable Livestock Transformation.

Technical Focus

Provide organizational and logistical support to the Conference Secretariat and facilitate communication and coordination with relevant stakeholders to contribute to the timely and effective preparation and delivery of the Conference.

Tasks and responsibilities

• Support the Conference Secretariat in developing and maintaining a timeline and workplan for the Conference;
• Assist in the preparation of the Global Conference concept note and agenda;
• Coordinate the preparation of the concept notes and agendas for side events and exhibitions;
• Support the establishment of the Conference Organizing and Advisory Bodies; plan and organize coordination meetings; prepare agendas and minutes; and revise relevant documentation;
• Assist the Conference Secretariat in drafting concept notes, email messages, official correspondence letters, background papers and other preparatory materials;
• Coordinate communication with speakers on the submission of abstracts and presentations, and support the preparation of conference-related documents and publications, ensuring accuracy, clarity and consistency of messaging;
• Provide logistical and administrative support to the Conference Secretariat, including budget monitoring, travel arrangements and other operational requirements;
• Coordinate inputs for invitations to representatives of member countries and relevant organizations;
• In liaison with the Office of Communications (OCC), coordinate inputs for communication materials, including at least one press release about the Conference and regular updates to the Conference website;
• Support the development and launch of the Conference website and the preparation of the exhibition;
• Perform other related duties as required in support of the Conference.

FAO Standards and guidelines:

Liaison with OCC will be maintained, either directly or through an agreed focal point/coordinator, to ensure compliance with OCC standards, aligned messaging, and appropriate review and clearance processes.

All communication materials will follow FAO clearance processes and comply with FAO standards, including:
FAO Strategic Framework 2022-31: https://www.fao.org/strategic-framework/en 
FAO social media policy and guidelines: https://www.fao.org/2/socialmedia  
Social Media Branding Guidelines: https://openknowledge.fao.org/handle/20.500.14283/cb5044en
FAOSTYLE(https://openknowledge.fao.org/handle/20.500.14283/cb8081en
FAO terminology http://www.fao.org/faoterm
FAO Names Of Countries https://www.fao.org/nocs/en
Story guidelines, Story template, UN map standards, FAO logo policy and related branding guidelines (available to staff).

Further guidance regarding FAO communications, policies and procedures can be found through the FAO intranet, OCC section.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• For Consultants: Advanced university degree from an institution recognized by the International Association of 
• Universities (IAU)/UNESCO in communication, event management, international relations and related fields or a field related the conference theme. Consultants with a bachelor's degree need two additional years of relevant professional experience.
• For PSAs: University degree (or technical degree/certificate) from an institution recognized by the International Association of Universities (IAU)/UNESCO in communication, event management, international relations and related fields or a field related to the conference theme.
• At least 3 years of progressively responsible professional experience in conference or event organization, programme or project coordination, stakeholder engagement, communications, administration or related areas.
• Working knowledge (level C) of English

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement