Org. Setting and Reporting
The position is located in the Meetings Management Section, Central Planning and Coordination Division, Department for General Assembly and Conference Management (DGACM), New York. The Meetings Management Section plans meetings of New York-based calendar bodies and coordinates with Conference Services at Geneva, Vienna and Nairobi in drafting the official calendar of conferences and meetings of the United Nations. The Meetings Services Assistant reports to the Senior Meetings Services Assistant.Responsibilities
Within delegated authority and under the supervision of Senior Meetings Services Assistants, the Meetings Services Assistant will be responsible for the following duties:
• Supports the programming team in the allocation and coordination of conference services provided to calendar and non-calendar meetings, and interacts with a wide range of clients, such as the technical and substantive secretariats of meeting bodies, Permanent Missions to the UN, and UN system entities;
• Provides information, responds to requests for scheduling of meetings and services;
• Ensures accuracy and consistency of data in the gMeets system, and verifies the electronic records of all meetings;
• Keeps up to date records on data pertaining to meetings of all categories, such as regional and other major groupings;
• Maintains filing and reference system of meeting statistics;
• Produces daily and weekly programme of assigned committees and meetings/conferences;
• Informs relevant offices/persons of changes in the daily programme of committees and meetings/conferences;
• Ensures the distribution of procedural notes for the chairpersons of assigned committees and meetings/conferences;
• Assists in the preparation of the preliminary list and annotation of agenda items, the list of participants, and daily material concerning the proceeding of committees and meetings/conferences;
• Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences;
• Assists in the voting and election process by distributing and collecting ballots and the preparation of tabulation of voting patterns;
• Ensures that reports of committees and meetings/conferences meet the UN document standards and coordinates with the documents control office for reproduction of reports;
• Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol
• Prepares monthly statistics on meetings held at headquarters and offices away from headquarters;
• Prepares for committees and meetings/conferences to be held away from Headquarters in coordination with the technical and substantive secretariats, and prepares cost estimates; services such meetings/conference onsite when needed;
• Drafts routine correspondence for signature;
• Makes arrangements for and coordinates video and teleconference activities at headquarters.
• Maintains filing and reference system of procedures and reference materials for committees and meetings/conferences;
• Replaces, senior programme staff as needed;
• Performs other duties as required.
Professionalism: Knowledge of conference servicing policies, procedures and practices. Ability to research, select, organize and summarize information required for the preparation of meetings. Ability to understand and assist with established Calendar of Conferences/Meetings and with the uses and capabilities of conference servicing technologies in identifying relevant data. 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.
Technological awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
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.
High school diploma or equivalent.
A minimum of five years of experience in conference/meeting support or related areas is required.
Experience in the use of web-based conference management tool is required.
Experience in conference servicing in the United Nations system or similar large scale intergovernmental organization is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another United Nations official language is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
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.
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; may be accepted in lieu of the GGST.
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.
Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.
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.
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.