Senior Conferences Officer – SEC Conferences Office  

Working at the World Bank Group (WBG) provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. For more information, visit?www.worldbank.org. 
 
The Corporate Secretariat Conferences Office (SECCO), situated within the Corporate Secretariat VPU of the World Bank and reporting to the Director of the Corporate Secretariat Affairs and Administration department (SECCA), manages the planning and implementation of all logistical arrangements for the Annual Meetings of the Boards of Governors and the Spring Meetings, including the management of 150 ancillary events that take place during the Meetings. The Spring Meetings are held yearly in the Headquarters of the WBG and International Monetary Fund (IMF) in Washington, DC. The Annual Meetings take place two years in Washington, DC, and every third year overseas at the invitation of one of the WBG and IMF member countries. 

Position Summary: 
The Senior Conferences Officer will play a vital role in supporting the Spring and the Annual Meetings of the Boards of Governors of the World Bank Group. The dynamic nature of the office offers the opportunity to manage multiple high-level responsibilities. This role encompasses overseeing both hotel operations and communications portfolios.  

The officer will play a critical role in managing hotel contracts and hotel accommodations for delegates, staff, and guests for the Spring and Annual Meetings, both DC-based and overseas meetings. This position also requires a versatile and strategic communicator who can effectively convey complex information to diverse audiences, support organizational priorities, and foster engagement with key stakeholders. The ideal candidate is a versatile professional with strong international events experience, organizational skills, exceptional communication abilities, and expertise in contract management, negotiation, relationship-building, and stakeholder relations. 

Under the Guidance of the SECCO Program Manager, the Senior Conferences Officer will: 

HOTEL OPERATIONS: 

• Hotel Contract Management: Negotiate and execute contracts, ensuring favorable terms and compliance with organizational policies, and monitor data related to contract clauses such as room block management, concessions utilization, and room/block pick-up. 

• Communications and Information Management: Prepare and disseminate hotel information for various booking groups. Prepare and test booking links and tailor instructions to specific audiences. 

• Client Relations: Serve as the primary point of contact regarding accommodation inquiries and ensure a seamless booking experience and client satisfaction through clear communication, efficient processes, and resolution of issues related to accommodations. Advocate with Host Government should any issues arise.  

• Booking and Housing Procedures: Develop and oversee booking procedures for Meetings (including sub-blocks, when applicable), and collaborate with internal teams and external vendors to manage housing logistics, including testing and approval of third-party systems. Work with housing vendor to determine milestone dates/timelines and coordinate pre-event communications and post-event reviews with hotel partners. 

• Vendor and Hotel Relationship Management: Lead the procurement process in the selection of housing vendor to assist in overseas hotel operations and act as vendor contract manager, ensuring compliance with all procurement, data privacy, and IT requirements. Build/maintain strong relationships with hotel partners, vendors, and service providers. Stay informed about industry trends, rates, and innovations, and provide feedback to hotel partners to improve service quality. 

• Research and Reporting: Research and compile detailed information on overseas hotels, including amenities, local emergency procedures, and area safety protocols. Prepare post-event reports summarizing accommodation outcomes and recommendations for improvement. 

COMMUNICATIONS: 

• Conceptualize and prepare communications and presentations for internal and external audiences, client-facing collateral materials, and internal staff engagement content consistent with an overall communications strategic plan.?Prepare Spring/Annual Meetings communications materials including information booklets, staff handbooks and participants handbooks. 

• Manage official memoranda (SEC memos) related to the Spring/Annual Meetings, assist with drafting office correspondence, and prepare reports and other documents for distribution to the Board and Management. 

• Coordinate with focal points to update and edit the Annual Meetings Requirements Manual and oversee the production and distribution process. 

• Participate in missions to host countries and potential host countries, and draft summary communications, aide memoires, and back-to-office reports. 

• Prepare and coordinate emergency/crisis communications and business continuity documentation in close coordination with management and related stakeholders. 

• Contribute to branding content plans for overseas Meetings and coordinate digital signage for DC-based and overseas Meetings, working closely with the space planner and technical teams on the process and delivery. 

• Manage the content for the unit’s digital platforms, ensuring information is accurate, engaging, and timely. Serve as communications.  

• Generate and synthesize web analytics and prepare reports and infographics for key metrics. 

• Handle other ad hoc projects or research relating to the work of SECCO, as assigned by the SECCO Program Manager.  

1. Master’s degree, preferably in hospitality/event management, communications, business administration, international relations or project management. At least 8-10 years of relevant experience in the organization and management of high level, international and complex conferences and events. 

1. Strategic-thinking and ability to design and execute ambitious campaigns positively impacting stakeholders’ perceptions. 

1. Experience in crisis communications and reputation management. 

1. Strong team and project management skills; ability to work in a multicultural and multidisciplinary environment to create a common purpose to help team members deliver at their best.? 

1. Ability to direct and manage staff to ensure a smooth workflow within the unit. 

1. Strong interpersonal and diplomatic skills to operate with tact and discretion when appropriate and successfully manage relations with senior management. 

1. Understanding of hotel-reservation procedures and ability to negotiate contractual terms. 

1. Ability to maintain good working relationships with hotel management when negotiating and to work independently, as necessary, with host authorities and hotel management in connection with hotel requirements for overseas Meetings. 

1. Ability to travel on mission and remain on extended assignment in countries hosting the Annual Meetings.  

1. Ability to handle multiple tasks simultaneously, when working under pressure and for an extended period of time, often with long hours and exercise sound judgment and tact in sensitive situations. 

1. Strong verbal and written communications skills as a fluent speaker in English. Other languages a plus. 

1. Demonstrated writing skills and knowledge of appropriate style in writing to high-level government officials. 

WBG 5 Core Competencies: 

1. Deliver Results for Clients: Proactively addresses clients stated and unstated needs; 

1. Collaborate Within Teams and Across Boundaries: Collaborates across boundaries, gives own perspective and willingly receives diverse perspectives; 

1. Lead and Innovate: Develops innovative solutions; 

1. Create, Apply and Share Knowledge: Applies knowledge across WBG to strengthen solutions for internal and/or external clients; and 

1. Make Smart Decisions: Interprets a wide range of information and pushes to move forward.