|Posting Title:||MEETINGS SERVICES ASSISTANT, G6|
|Job Code Title:||MEETINGS SERVICES ASSISTANT|
|Department/Office:||Department for General Assembly and Conference Management|
|Duty Station:||NEW YORK|
|Posting Period:||22 November 2022 – 21 December 2022|
|Job Opening Number:||22-Conference Services-DGACM-195999-R-New York (R)|
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 Meetings Services Assistant will report to the Conference Services Officers of MMS.
Under the overall supervision of the Chief of the Meetings Management Section of the Central Planning and Coordination Division, the main responsibility of the Meetings Servicing Assistant in this post is to coordinate the schedule of meetings on a daily, weekly and monthly basis with relevant offices and delegations regarding organizational arrangements for the sessions of assigned committees and meetings/conferences:
• Allocates conference facilities and meeting rooms. Prepares, finalizes and distributes electronically the Daily gMeets Programme for the next day’s schedule of meetings to be held at Headquarters.
• Ensures that all required services for meetings added to the daily schedule (notably the Security Council and the General Assembly) are available, via contact with all service providers, in order for committees and meetings/conferences to convene according to schedule.
• Produces daily and weekly programme of meetings in gMeets, and presents the programme of meetings at the weekly handover meetings with all service providers.
• Monitors and disseminates statistics of actual utilization of interpretation and reconciling the number of teams programmed on a weekly basis.
• Maintains databases of meetings and interpretation services – programmed/held/utilized. Checks accuracy/consistency of data in gMeets displayed on the scrolling list and door displays.
• Attends coordination/planning meetings, representing the Section regarding organizational and procedural arrangements for special committees/meetings and update files accordingly.
• Prepares for conferences to be held away from Headquarters when required, coordinates with substantive offices regarding logistics. When on location, as Programme Assistant, under the direction of Conference Services Coordinator, prepares and monitors the daily scheduling of meetings and room allocation, including bilateral meeting booths, as well as trains and supervises local staff in the set up of conference rooms and facilities and maintenance of supplies.
• Maintains and updates filing system with reference materials for committees and meetings/conferences.
• Responds to queries from delegations and Secretariat. Participates in recruitment of temporary assistants and in scheduling their work.
• Provides guidance/training to less experienced staff. Provides guidance/basic training of gMeets to other conference-servicing related departments and clients.
• Performs other duties as required.
Professionalism: Familiarity with conference servicing policies, procedures and practices of the United Nations or a similar international organization. Hands-on experience and a thorough knowledge of a web-based meetings management tool. Ability to work independently without supervision, adapt to stressful situations, follow Departmental rules. 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& 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.
High School diploma or equivalent.
A minimum of 7 years of experience in the field of conference-servicing area with at least three years in a large-scaled international organization is required.
Experience in the use of web-based conference management tool is required.
English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of another official UN language is an advantage.
Competency-based interview which may be preceded by a written test.
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.
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 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; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.
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.