Senior Meetings Services Assistant

9 months ago

กรงเทพมหานคร, Thailand United Nations Full time

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 Office of the Executive Secretary. The incumbent reports to the Secretary of the Commission.

**Responsibilities**:
Under the direct supervision of the Secretary of the Commission, the incumbent is required to perform the following functions:

- Reviews resolutions and decisions of the Commission and other assigned committees and meetings/conferences.
- Prepares draft programme of work of the Commission for clearance.
- Drafts procedural notes for the chairpersons of the Commission and other assigned committees and conferences.
- Prepares preliminary list and annotation of agenda items.
- Prepares invitations to member states, specialized agencies and intergovernmental organizations to attend sessions of the Commission.
- Ensures that all preliminary logistic arrangements are made in advance for the efficient conduct of the Commission and other meetings/conferences.
- Proposes solutions to problems and leads projects for enhancing efficiency and level of services provided in the conference room.
- Ensures that all required services, including the availability and distribution of documents, and personnel are available in order for the Commission and other meetings/conferences to convene according to the schedule.
- As lead Meetings Services Assistant, supervises/coordinates the staff assigned to the meeting room in retrieving documents electronically and in distributing texts of speeches, parliamentary documentation, ballot and results of voting.
- Acts as primary contact point and coordinates on behalf of the Secretary of the Commission with all relevant departments, including Conference Management Unit, Conferences and Documentation Services Section and all substantive divisions, regarding all pre-session, in-session and post-session preparations, including documentation.
- Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of the Commission and other meetings/conferences.
- Coordinates with Conference Management Unit the floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
- Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of the Commission and other meetings/conferences.
- Prepares tentative schedule of meetings for current and future years.
- Maintains an accurate record of speakers and/or an attendance record and coordinate with delegations on their position on the list of speakers.
- Maintains database of list and addresses of invitees including member states, specialized agencies and intergovernmental organizations.
- Makes arrangements for and coordinates video and teleconference activities for the Commission and other assigned meetings.
- Responds to queries from delegations and the secretariat.
- Trains and provides supervision to new and lower-level staff in the office.
- Prepares, processes and classifies confidential information.
- Manages, updates and further develops internal databases and updates websites.
- Performs other duties as required.

Competencies
- Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education
High school diploma or equivalent is required. A first-level university degree may be accepted in lieu of two years of required experience.

Work Experience
A minimum of ten years (or eight years if graduated with a first-level university degree) of progressively responsible experience in conference support, conference servicing, operations, administration or related area is required.

Experience in the United Nations Secretariat or the United Nations Common System is de

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