MEETINGS SERVICES ASSISTANT

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    2 months ago
  • Category:
    Administration, Conference and Meeting Services
  • Deadline:
    17/01/2024

JOB DESCRIPTION

MEETINGS SERVICES ASSISTANT
Job Opening
Job Opening ID: 225378
Job Network : Public Information and Conference Management
Job Family : Conference Services
Category and Level : General Service and Related Categories, G-4
Duty Station : BANGKOK
Department/Office : Economic and Social Commission for Asia and the Pacific
Date Posted : Jan 11, 2024
Deadline : Jan 17, 2024

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, Commercial and General Services Section (CGSS), in the Division of Administration. The incumbent reports to the Meeting Services Assistant.
Responsibilities
Under the direct supervision of the Meeting Services Assistant, and overall supervision of the Chief, Conference Management Unit, the incumbent is required to perform the following functions.

• Prepares and supports in registration for all meetings/conferences at the UNCC in coordination with substantive offices and clients. Supports Meeting Assistants in providing information, advising and training relevant offices, delegations and external clients on the use of United Nations Conference Centre, Bangkok (UNCC) facilities;
• Prepares registration platforms, issues meeting badges, reports and supports in data collection of registered participants and documents and other related reports;
• Sets-up meeting rooms and its main committees, regional and other intergovernmental groups and non-intergovernmental meetings;
• Replaces, as needed, senior staff in the servicing of meetings and in making daily meeting room reservations;
• Briefs and provides guidance to new and temporary staff as appropriate;
• Assists relevant officials and delegates in the meeting room on meeting-related matters;
• Performs other related duties as required.
Competencies
• Professionalism: Knowledge of office and meeting support, including document distribution in the context of the Organization’s 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.

• 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.

A first-level university degree in combination with one year of qualifying experience may be accepted in lieu of three years of required experience.
Job – Specific Qualification
Not available.
Work Experience
A minimum of three years (or one year if graduated with a first-level university degree) of experience in general office support or related area is required.

Experience working with Enterprise Resource Planning software is desirable.

Experience in the United Nations Common System or international organizations is desirable.

Experience in conference support or general services 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. Fluency in Thai is desirable. Knowledge of another UN official language is an advantage.

This job has expired.