Meetings Services Assistant
1 week 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.
This position is located in the Conference Support Sub-Unit (CSS), Conference Management Unit (CMU), Conference and General Services Section (CGSS), in the Division of Administration (DA). The incumbent reports to the Meetings Services Assistant.
**Responsibilities**:
Under the direct supervision of the Meetings Services Assistant, and overall supervision of the Chief of Conference Management Unit, the incumbent is required to perform the following functions:
- Assists assigned Meetings Services Assistants in meeting rooms; prepares and supports in registration for all meetings and conferences at United Nations Conference Centre (UNCC) including printing of budges.
- Sets up seating arrangements based on approved protocol and room charts; supports in preparation of exhibition materials including computer graphic design and digital simulation of exhibition areas encompassing Ground Floor, Level 1 and Level 2 of the UNCC and coordinates with vendors for printed materials such as banners, posters and other related exhibition materials.
- Participates in preparation of room charts and files for each scheduled meeting;
- Orders, retrieves, distributes and/or sets up nameplates for meetings on an urgent basis;
- Clears the meeting rooms in preparation for new meetings;
- Checks availability of conference material and other logistic details prior to start of meetings;
- Receives and makes phone calls to exchange urgent information.
- Performs other related 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.
- 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.
Relevant first-level university degree may be accepted in lieu of two years of required experience.
Work Experience
A minimum of two years (or no experience if graduated with a bachelor’s degree) of responsible experience in general office support is required.
Experience using Adobe Illustrator, Adobe InDesign and Adobe Photoshop is required.
Experience in general office support or related area is desirable.
Experience in the United Nations Common System or international organizations is desirable.
Experience in conference support or related area is desirable.
Languages
English 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.
Assessment
Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.
Special Notice
Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
United Nations Considerations
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.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
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