MEETINGS SERVICES ASSISTANT

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    2 months ago
  • Category:
    Administration, Conference and Meeting Services
  • Deadline:
    25/01/2024

JOB DESCRIPTION

Job Opening
Job Opening ID: 224696
Job Network : Public Information and Conference Management
Job Family : Conference Services
Category and Level : General Service and Related Categories, G-5
Duty Station : GENEVA
Department/Office : Division of Conference Management
Date Posted : Dec 27, 2023
Deadline : Jan 25, 2024

Org. Setting and Reporting
This post is located in the Meetings Management Section, Central Planning and Coordination Service (CPCS), Division of Conference Management (DCM), Department for General Assembly and Conference Management, Geneva. The incumbent will report to the Conference Affairs Officer.
Responsibilities
Under the supervision of the Conference Affairs Officer, the incumbent will be responsible for the following duties:

Planning and coordination functions:
• Assists in the planning and coordination of meetings to be held at UNOG and liaises with substantive secretariats, other clients and all UNOG services involved.
• Ascertains the correctness and completeness of all parameters of a meeting (number of participants, conference room(s) assigned, office space, interpretation requirements, number of parallel meetings to be held requiring interpretation services, summary record coverage, digital recording, accessibility requirements, nameplates, online or technical platforms being utilized) etc.
• Plans and allocates conference facilities, coordinates the provision of the required services so that meetings can be convened according to schedule; ensures that all logistical arrangements are made in advance for the efficient conduct of conferences and meetings; responds to conference facilities and servicing queries from delegations, Permanent Missions, Secretariats and other users.
• Ascertains meetings mandates and related entitlement; raises cost estimates for requested services if necessary.
• Assists in the coordination of accessible meetings, ensuring that all arrangements for sign language (national and/or international) and captioning, as well as any other related services, are in place and stakeholders informed accordingly.
• Plans and organizes ad-hoc or unforeseen meetings; provides the staff of the Section with the information required to draft correspondence to clients on arrangements for meetings; drafts correspondence to clients.
• Monitors and adjusts the daily programme of meetings and conferences to be held at UNOG including the lunchtime and evening programmes. Liaises with colleagues, clients’ and service providers to ensure that any changes to the daily programme are correctly reflected and ensures that all concerned have been informed of changes.
• Based on information in the gMeets system, prepares statistical reports of meetings held and serviced by DCM, as well as addressing other ad-hoc requests from management.

Servicing functions:
• Takes note of all the aforementioned parameters of a meeting well in advance and in consultation with the client Secretariat.
• Organizes and/or print and place all requested nameplates, in paper or electronic format. If requested, prepares floorplan of seating arrangements in accordance with meeting requirements and UN seating protocol. Depending on the size of the meeting, the incumbent may perform these tasks alone or with the support of other colleagues of the Unit.
• Requests statements, speeches and other documentation, which the incumbent will be disseminating through both physical and electronic means (eg. eStatements hub).
• Prior to the start of the meeting, prepares the room set-up, ensures that all services, including accessibility services, are in place and functioning correctly. Takes note of any changes and transmits this information accordingly.
• Ensures the intervention of relevant colleagues (technical services, ICTS) in the event of technical incidents or any technical adjustments needed in the room.
• Verifies that all interpretation channels and sound equipment are functioning properly, if meeting is public and webcast, checks that UNTV Live image is correct and working properly.
• Obtains the list of speakers from the meeting secretary and shares with the interpreters, technical services, precis-writers and press officers. When required, the incumbent compiles the full names of speakers and the countries/entities they represent.
• Follows the meeting and notes any changes in programme and requests for services and equipment and reports them immediately to the Meetings Coordination and Planning Unit (MCPU) and other relevant services concerned. Notes down any decisions/resolutions regarding future dates of meetings/sessions and their parameters and informs MCPU accordingly.
• In case of a vote, obtains the roll call lists for distribution to the delegates. In case of secret ballot, participates in the organization of the voting operations by following the applicable procedures.
• Upon conclusion of the meeting, liaises with all concerned services regarding the adjournment and informs all concerned of the schedule of the following day.
• Ensures the conference rooms is prepared for the following day.
• When required, organizes the work of Meetings Services Assistants at G-2, G-3 and G-4 levels assigned to the specific meeting.
• Fills in the relevant data in gMeets for meetings held in Geneva and when servicing meetings held away from Headquarters.
• Assists in the planning and coordination of meetings to be held at UNOG and liaises with substantive secretariats, other clients and all UNOG services involved.
Competencies
PROFESSIONALISM:
Knowledge of office and meeting support, including document distribution in the context of the Organization’s conference management. Knowledge of UN rules and regulations related to the conference management. 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.

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

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.
Job – Specific Qualification
Not available.
Work Experience
At least five (5) years of experience in conference servicing or events organization is required.

Experience within the United Nations Common System or similar international organizations in meetings management is desirable.

Experience in meetings programming and servicing, using conference planning tools, such as gMeets, and statistical reporting is desirable.

Experience in servicing hybrid meetings with and without interpretation, including online and in-person meeting participants, is desirable.

Experience with simultaneous interpretation platforms is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and French is required. Knowledge of another UN official language is desirable.

This job has expired.