Meetings Services Assistant
8 months ago
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.
The position is located in the Conference Management Unit, Conference and General Services Section (CGSS), in the Division of Administration (DA). The incumbent reports to the Senior Conference Services Assistant.
**Responsibilities**:
Under the direct supervision of Senior Conference Services Assistant, and overall supervision of the Chief of Conference Management Unit, the incumbent is required to perform the following functions:
- Produces daily and weekly programme of assigned committees and meetings/conferences prepared by senior staff for distribution.
- Ensures that all required services, including the availability and distribution of documents, and personnel are available in order for committees and meetings/conferences to convene according to the schedule.
- 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.
- Maintains an accurate record of speakers and/or an attendance record and coordinate with the delegations on their position on the list of speakers.
- Assists in the voting and election process by distributing and collecting ballots and the preparation of tabulation of voting patterns.
- Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
- Prepares monthly statistics on meetings held at headquarters and offices away from headquarters.
- 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. Assists in conducting preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned ESCAP’s committees and meetings/conferences in all formats - on-site, virtual or hybrid and prepares/updates relevant technical guides incorporating new features and functionalities of conferencing tools that are utilised to organise meetings/conferences in the UNCC.
- Assists in organizing all meetings/conferences at the UNCC in coordination with substantive offices and clients, which may involve preparation of tentative cost estimates and statements of expenditures in line with the UNCC costing structure, in order to provide efficient and effective conference management services on a cost recovery basis.
- Drafts routine correspondence for signature.
- Makes arrangements for and coordinate video and teleconference activities at headquarters.
- 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. Supports training of relevant offices, delegations and external clients on the use of UNCC facilities, including e-conferencing platforms.
- Performs other duties as required.
Competencies
- Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
- Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
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
A first-level university degree in administration or related field is desirable.
Work Experience
A minimum of five years (or three years if graduated with a first-level university degree) in conference su
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