Meetings Services Assistant,
New York
DPA - Department of Political Affairs
Closing date: Friday, 5 January 2018
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Responsibilities
Under the supervision of the Team Leader “International Meetings & NGO”, the Meetings Services Assistant will be responsible for the following duties:
• Assists in the preparation of international meetings and conferences both at and away from HQ, incl. administrative arrangements for invited experts and servicing staff, travel arrangements for external participants; researches biographical data on experts and drafts biographical summaries for publication; assists in liaising with Foreign Ministry officials, UN agencies, hotel management and protocol on meeting arrangements; assists in documents submission through utilisation of UNITE Docs and ODS.
• Arranges, through pouch service, all pertinent documentation, reference materials and stationery supplies to arrive at destination in adequate time for meeting.
• On-site, assists in organization of registration of participants; prepares relevant documents such as list of participants; liaises with meetings participants, in particular from among civil society; performs other administrative and financial tasks for meetings/conferences incl. preparation of cost estimates.
• Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned committees and meetings/conferences.
• Assists in drafting procedural notes for the chairpersons of international meetings and conferences both at and away from HQ.
• Engages delegates, including at ambassadorial level, to resolve conflicts regarding list of speakers, requests for the floor and seating arrangements, and explains Rules of Procedure; if required, informs Professional staff of the Division accordingly.
• Liaises with Member States and Observer Delegations (ambassadorial level), expert speakers, including eminent personalities, representatives of civil society and the media in preparation of international meetings, as well as regular Committee meetings.
• Maintains a database of international meetings and conferences both at and away from HQ based on requests.
• Determines the material and human resources requirements of meetings and prepares the cost estimates for consideration by the requesting office.
• Allocates conference facilities and meeting rooms.
• Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences.
• Ensures reports of committees and meetings/conferences meet the UN document standards and coordinate with the documents control office for reproduction of reports.
• Prepares the floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
• Attends coordinating/planning meetings, representing the Unit/Section regarding organizational arrangements for special committees and meetings/conferences and updates files accordingly.
• Drafts correspondence and notes for signature.
• Maintains and updates filing and reference system regarding procedures and reference materials for committees and meetings/conferences. Takes responsibility for the records management, retrieval and electronic archiving system on meetings/conferences, devises and maintains electronic and paper filing systems.
• Responds to queries from Delegations and the Secretariat.
• Replaces, as needed, senior staff in related functions.
• Participates in the recruitment of temporary assistants and/or interns and schedules and supervises their work.
• Provides guidance/training, as needed, to junior staff and/or interns.
• Performs other duties as required.
Competencies• Assists in the preparation of international meetings and conferences both at and away from HQ, incl. administrative arrangements for invited experts and servicing staff, travel arrangements for external participants; researches biographical data on experts and drafts biographical summaries for publication; assists in liaising with Foreign Ministry officials, UN agencies, hotel management and protocol on meeting arrangements; assists in documents submission through utilisation of UNITE Docs and ODS.
• Arranges, through pouch service, all pertinent documentation, reference materials and stationery supplies to arrive at destination in adequate time for meeting.
• On-site, assists in organization of registration of participants; prepares relevant documents such as list of participants; liaises with meetings participants, in particular from among civil society; performs other administrative and financial tasks for meetings/conferences incl. preparation of cost estimates.
• Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned committees and meetings/conferences.
• Assists in drafting procedural notes for the chairpersons of international meetings and conferences both at and away from HQ.
• Engages delegates, including at ambassadorial level, to resolve conflicts regarding list of speakers, requests for the floor and seating arrangements, and explains Rules of Procedure; if required, informs Professional staff of the Division accordingly.
• Liaises with Member States and Observer Delegations (ambassadorial level), expert speakers, including eminent personalities, representatives of civil society and the media in preparation of international meetings, as well as regular Committee meetings.
• Maintains a database of international meetings and conferences both at and away from HQ based on requests.
• Determines the material and human resources requirements of meetings and prepares the cost estimates for consideration by the requesting office.
• Allocates conference facilities and meeting rooms.
• Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences.
• Ensures reports of committees and meetings/conferences meet the UN document standards and coordinate with the documents control office for reproduction of reports.
• Prepares the floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
• Attends coordinating/planning meetings, representing the Unit/Section regarding organizational arrangements for special committees and meetings/conferences and updates files accordingly.
• Drafts correspondence and notes for signature.
• Maintains and updates filing and reference system regarding procedures and reference materials for committees and meetings/conferences. Takes responsibility for the records management, retrieval and electronic archiving system on meetings/conferences, devises and maintains electronic and paper filing systems.
• Responds to queries from Delegations and the Secretariat.
• Replaces, as needed, senior staff in related functions.
• Participates in the recruitment of temporary assistants and/or interns and schedules and supervises their work.
• Provides guidance/training, as needed, to junior staff and/or interns.
• Performs other duties as required.
• Professionalism: Knowledge of the Organization’s conference policies, procedures and practices. Ability to research, select, organize and summarize information required for the preparation of meetings. Demonstrates ability to draft official communications to a high standard. 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.
• 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.
• 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• 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.
• 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.
Work Experience
A minimum of five (5) years’ experience in servicing international meetings within the context of an intergovernmental or international organisation is required.
Experience in the administrative servicing of meetings or conferences at the main seat of an organisation or abroad is desirable.
Experience making administrative arrangements, including travel, for meeting participants is desirable.
Experience in drafting documents and correspondence is desirable.
Experience in documents management is desirable.
Experience in the protocol work for an international or intergovernmental organs, such as United Nations is desirable.
Experience in working for an office dealing with Middle East is desirable.
LanguagesExperience in the administrative servicing of meetings or conferences at the main seat of an organisation or abroad is desirable.
Experience making administrative arrangements, including travel, for meeting participants is desirable.
Experience in drafting documents and correspondence is desirable.
Experience in documents management is desirable.
Experience in the protocol work for an international or intergovernmental organs, such as United Nations is desirable.
Experience in working for an office dealing with Middle East 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 Arabic is desirable. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.