Meetings Services Assistant
2 weeks 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 Chief of Conference Management Unit.
- Responsibilities
- Under the supervision of the Chief of Conference Management Unit, the incumbent is required to perform the following functions: - Organizes 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. - Conducts 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. - 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. - Prepares and updates technical guides incorporating new features and functionalities of official e-conferencing platforms that are utilised to organise meetings/conferences in the UNCC. - Advises and trains relevant offices, delegations and external clients on the use of UNCC facilities, including e-conferencing platforms and basic use of CMSI and AV systems. - Supervises, and trains new team members as needed, - Assists in the preparation of the technical requirements related to Audio/Visual conference services, webcasting or any other services requiring use of conference technologies. - Prepares meeting data and statistics including data related to e-conferencing and broadcasting. - Maintains a database of meetings based on requests and publishes the list indicating the interpretation requirements, venue, date and other relevant information, on a monthly basis. - Prepares monthly statistics on meetings held. - Determines the material and human resources requirements of meetings and prepares the cost estimates for consideration by the requesting office. - Allocates conference facilities and meeting rooms. - Maintains an accurate record of speakers and/or an attendance record and coordinate with delegations on their position on the list of speakers. - Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol. - Attends coordinating/planning meetings, representing the Unit/Section regarding organizational arrangements for special committees and meetings/conferences and updates files accordingly. - Drafts correspondence and notes for signature. - Responds to queries from delegations and Secretariat. - Replaces, as needed, senior staff in related functions. - Participates in the recruitment of temporary assistants and schedules and supervises their work. - Provides guidance/training, as needed, to 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 visualizations and updating information material such as web pages or brochures. - Performs other related 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 seven years (or five years if graduated with a first-level university degree) of progressively responsible experience in conference support or related area is required. Experience in planning and organising intergovernmental meetings in a hybrid format is required. Experience in MS Office and operating virtual meeting platforms (i.e. MS Teams, Zoom, etc.) is required. Experience in Conference Technology such as Conference management and Simultaneous Interpretation System, AV System is desirable. Experience in supporting the entities and external clients on a cost recovery basis is desirable. 1 year or more of experience in data analytics or related area is desirable. Experience in the United Nations Common System or in international organizations similar to those in the UN Common System is desirable.
- Languages
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