Org. Setting and Reporting

This position is located in the Meetings Management Section (MMS), Central Planning and Coordination Division, Department for General Assembly and Conference Management (DGACM), New York. The incumbent will report to the Chief of Section and the Project Manager of gMeets and One-Stop Shop initiative.

Responsibilities

Within limits of delegated authority, the Senior Meetings Services Assistants will be responsible for the following duties: • Assists the Project Manager in the development and maintenance of the gMeets and One-Stop-Shop system for meetings and events. • Coordinates the business requirements received from all stakeholders for actions by developers for the system enhancement and maintenance of the gMeets and One-Stop-Shop and their full deployment, including at other duty stations, and coordinate second level support activities. • Develops and revises SOPs, guidelines and training manuals for different users of the gMeets and One-Stop-Shop system. • Provides continuous training on the gMeets and One-Stop-Shop system for both service providers and clients. • Assists the gMeets Project Manager in maintaining data quality and assists in the data transfer between gMeets and One-Stop-Shop systems; serves as a focal point for onsite training and troubleshooting for users. • Assists the Project Manager in documenting the identified scope and key elements to be included in the Umoja CEM integration and establishing implementation plan in collaboration with the Umoja technical team. • Assists in the analysis, review and development of new reporting business requirements related to gMeets, One-Stop Shop and Umoja CEM. • Prepares the electronic biennial Calendar of Conferences and Meetings, generates relevant information from existing databases, sorts data, researches and adjusts entitlements; prepares and updates monthly wall charts and ensures circulation to UN offices, permanent missions, agencies and other entities, and updates Departmental website. • Assists in reviewing draft resolutions and decisions for conference servicing implications. • Prepares draft programme of work of assigned committees and meetings/conferences for clearance. • Verifies for consistency data in gMeets as announced in the UN Journal and displayed on the scrolling list and door displays. • Ensures that all required services for meetings added to the daily schedule (notably the Security Council and the General Assembly) are available. • Ensures that all preliminary logistic arrangements are made in advance for the efficient conduct of committees and 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 committees and meetings/conferences to convene according to the schedule. • Prepares, finalizes and distributes electronically the Daily gMeets Programme for the following day at Headquarters. • As lead Meetings Services Assistant, supervises the staff assigned to the meeting room in retrieving documents electronically and in distributing texts of speeches, parliamentary documentation, ballot and results of voting. • Works with senior officers and coordinate with host countries on scope and requirements and provides logistical support for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions. • Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of committees and meetings/conferences. • Maintains databases of meetings, including gMeets, based on requests and publishes the list indicating the interpretation requirements, venue, date and other relevant information, on a daily/monthly basis. • Assists the gMeets Project Manager in maintaining data quality in different systems; serves as a focal point for training and troubleshooting for system users. • Prepares statistical reports on utilization of conference-servicing resources of UN bodies. • Determines the material and human resources requirements of meetings and prepares the cost estimates for consideration by the requesting office. • Allocate conference facilities and meeting rooms. • Responds to queries from delegations and Secretariat. • Serves as Late Duty and Weekend Duty Officer for the Section, and acts as OIC in the absence of the Project Manager.

Competencies

• PROFESSIONALISM: Knowledge of conference management policies, processes and procedures, in particular those related to programme/project implementation and technical cooperation; Ability to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research and gather information from standard sources and to work well with figures including ability to analyze and understand financial data. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization. Shows pride in work and in achievements; 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. • 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. • 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.

Job – Specific Qualification

Not available.

Work Experience

A minimum of ten years of progressive experience in the field of conference-servicing with at least three years within the United Nations system or similar international organization is required. Experience working with electronic meeting management systems such as gMeets or similar systems is required. Experience in project management is required. Experience in end-user technical support and trouble shooting is desirable. Knowledge of database query languages, such as SQL, is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

The position is funded through extra-budgetary resources and is subject to the availability of the post or funds, budgetary approval or extension of the mandate. This position is temporarily available until 31 Dec 2024 (with possible extension). If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. 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. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty. Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. 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. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.