Within limits of delegated authority, the Senior Meetings Services Assistant will be responsible for the following duties: ? Acts as the Head of the Front Office of the Interpretation Service, supervises the Front Office team and manages their performance. ? Ensures that all documentation and records are systematically and properly filed and available for retrieval. ? Assists the Chief and the Programming Officers in assessing capacity for weekly programs of meetings with interpretation. ? Uses e-APG and g-Meets suite of tools to assist and support in the capacity planning and managing leave requests and coordinates with the Meetings Management Section on the timeliness and accuracy of data for specific weeks. ? Ensures that standard operating procedures of the Front Office are up-to-date and updated when needed. ? Monitors and supervises follow up of the Front Office on the subject of Time and Attendance. ? Regularly maintains and updates Interpretation Service staffing table. ? Supervises on-boarding and off-boarding of Interpretation Service regular and temporary staff and ensures required follow up with the relevant parties. ? Provides assistance to the Chief of Service in keeping updated capacity planning according to MMS projections for medium and long term. Coordinates and monitors the recruitment of temporary assistance. ? Maintains and prepares relevant statistical data/charts as required. ? Ensures that the availability and assignment of interpreters are sufficient for committees and meetings/conferences to convene according to the schedule. ? Oversees IT inventory of the Interpretation Service and ensures proper follow up of the Front Office on all related matters. ? Monitors conditions of booths and equipment used by interpretation teams and ensures follow up with the relevant offices if needed. ? Participates in preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of committees and meetings/conferences. Coordinates with all relevant stakeholders. ? Maintains databases of meetings, based on requests and prepares internal documentation indicating on interpretation requirements, venues, dates and other relevant information, on a weekly basis. ? Determines the interpretation resources requirements of meetings and communicates input needed to prepare cost estimates. ? Prepares responses to queries from delegations and Secretariat. ? Ensure training and development of the Front Office staff. ? Performs other duties as required.

Requirements: 

Education

High school diploma or equivalent.

Job – Specific Qualification

Not available.

Work Experience

A minimum of ten (10) years of experience in conference support and meetings servicing or related area is required. Experience in dealing with policies, procedures and practices of UN conferences/meetings 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 desirable.