MEETINGS SERVICES ASSISTANT
MEETINGS SERVICES ASSISTANT

Job description

Organization:Other International Organizations
Category:Public Information & Conference Management
Grade:
Duration:
Deadline: 08 February 2017

Background

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Org. Setting and Reporting
This position is located in the General Assembly Affairs Branch, General Assembly and ECOSOC Affairs Division, Department of General Assembly and Conference Management (DGACM). The incumbent will report to the Senior Political Affairs Officer and the Chief of the General Assembly Affairs Branch.

Duties and Responsibilities

Within delegated authority, the incumbent will assist in the organization and servicing of the meetings of the General Assembly, its General Committee and other meetings and perform these functions:

•Assists in the preparation of procedural notes for the chairpersons of assigned committees and meetings/conferences.

•Assists in the preparation of materials concerning the proceeding of committees and meetings/conferences.

•Ensures the distribution of procedural notes for the chairpersons of assigned committees and meetings/conferences.

•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, as required.

•Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences.

•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.

•Drafts routine correspondence for signature.

•Makes arrangements for and coordinate video and teleconference activities as needed.

•Maintains filing and reference system of procedures and reference materials for meetings/conferences.

•Responds to queries from delegations and the Secretariat.

•Replaces, as needed, senior staff responsible for room reservations and the electronic distribution of relevant documentation.

•Provides guidance/training, as needed, to temporary assistants and junior staff.

•Performs other duties as required.

Education

High school diploma or equivalent.

Work Experiance

A minimum of five years of experience in meeting servicing, conference support or related area. Experience in servicing intergovernmental processes is desirable. Experience with eMeets, eDOC, or a documents management system such as ODS and related programs is desirable. Experience in basic drafting is also desirable.

Competency:

•PROFESSIONALISM: Knowledge of the Organization’s conference policies, procedures and practices, specifically the Rules of Procedure of the General Assembly or that of a similar international organization. Knowledge of administrative policies and procedures of an international organization such as the UN. Ability to research, select, organize and summarize information required for the preparation of meetings. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

•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 AND 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.

Language

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Fluency in French is desirable.


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