Meetings Services Assistant
3 months ago
Org. Setting and Reporting
- The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership with policy oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region. This position is located in the Conference Management Unit of the Conference and General Services Section, in the Division of Administration. The incumbent reports to the Meetings Services Assistant (Supervisor of Conference Support Team).
- Responsibilities
- Under the direct supervision of the Meetings Services Assistant (Supervisor), and overall supervision of the Chief of Conference Management Unit, the incumbent is required to perform the following functions: - Serves as focal point between the clients and the printing service provider ensuring submission and delivery of correct artworks in a timely manner, installation and dismantlement of exhibitions and all printed materials in line with the established guidelines, and provision of administrative support. - Maintains and further updates internal databases on meeting services, especially with regard to logístical support. - Assists in preparation of room charts and files for each scheduled meetings including special arrangements for panel discussions, signing of MOU and any other special events - Assists in the preparation of the preliminary list and annotation of agenda items, the list of participants, and daily material concerning the proceeding of committees and meetings/conferences. - Assists in the voting and election process by distributing and collecting ballots and the preparation of tabulation of voting patterns. - Ensures that reports of committees and meetings/conferences meet the UN document standards and coordinates with the documents control office for reproduction of reports. - Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol. - Ensures an efficient production and management of nameplates for conference and meeting rooms. - Prepares for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinates with substantive offices, and prepares cost estimates. - Drafts routine correspondence for signature. - Keeps the inventory list of conference support materials up to date, ensuring their efficient utilisation, maintenance and storage. - Maintains filing and reference system of procedures and reference materials for committees and meetings/conferences. - Responds to queries from delegations and the Secretariat. - Replaces, as needed, senior staff responsible for room reservations and the electronic distribution of the daily programme of meetings. - Provides guidance/training, as needed, to temporary assistants and junior staff. - Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. - Assists with collection and verification of invoices and management of payment processing. - Assists with visualizations and updating information material such as web pages or brochures. - Performs other duties as required.
- Competencies
- Education
- High school diploma or equivalent is required. A first-level university degree may be accepted in lieu of two years of required experience.
- Job - Specific Qualification
- Not available.
- Work Experience
- A minimum of five years (or three years if graduated with a first-level university degree) of progressively responsible experience in conference support, public information, public relations, design, or related areas is required. 1 year or more of experience in managing international conference and/or exhibition is required. 1 year or more of experience in data analytics or related area is desirable. Experience working with Enterprise Resource Planning software is desirable. Experience in the United Nations Common System or in international organizations similar to those in the United Nations Common System is desirable.
- Languages
- English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Fluency in Thai is desirable. Knowledge of another UN official language is an advantage.
- Assessment
- Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.
- Special Notice
- United Nations Considerations
- No Fee
- THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN IT
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