Meetings Services Assistant
15 hours ago
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.
**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.
EducationHigh school diploma or equivalent is required.
A first-level university degree may be accepted in lieu of two years of required experience.
Work ExperienceA minimum of five years (or three years if graduated with a bachelor's degree) of progressively responsible experience in conference support or related area is required.
Experience in planning and organizing intergovernmental meetings in a hybrid format is required.
Experience in MS Office and operating virtual meeting platforms (i.e. MS Teams, Zoom, other event management platforms) is required.
Experience in supporting the entities and external clients on a cost recovery basis is desirable.
Experience in the United Nations Common System or international organizations is desirable.
LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is an advantage.
AssessmentQualified applicants may be evaluated through a competency-based interview and/or other assessment methods.
Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.
Applicants are urged to f
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