Job: Meetings Services Assistant, G6

Department/ Office

United Nations Office at Vienna

Duty Station

VIENNA

Posting Period

21 October 2013-20 November 2013

Job Opening number

13-CON-UNOV-31352-R-VIENNA (O)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

This position is located in the Meetings Management Unit (MMU), Planning, Coordination and Meetings Section (PCMS) of the Conference Management Service (CMS), Division for Management (DM), United Nations Office at Vienna (UNOV).

The incumbent will report to the Chief, Meetings Management Unit.

Responsibilities

Within delegated authority, the Meetings Services Assistant will be responsible for the following duties:

• Organize and coordinate preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned committees and meetings/conferences.
• Ensure that all required services, including the availability and distribution of documents, and personnel are available in order for committees and meetings/conferences to convene according to the schedule.
• Consult with Documents Management Unit colleagues on the status of documents.
• Organize and maintain reference material and background documents, including resolutions and decisions of main organs.
• Report on the proceedings of committees and meetings/conferences and submit reports, if required, to the supervisor.
• Produce daily and weekly programme of assigned committees and meetings/conferences prepared by senior staff for distribution.
• Supervise, as needed, the voting and election process and the preparation of tabulation of voting patterns.
• Assist in the preparation of the preliminary list and annotation of agenda items and daily material concerning the proceeding of committees and meetings/conferences.
• Maintain a database of meetings based on requests and publish monthly the list indicating the interpretation requirements, venue, date and other relevant information.
• Prepare monthly statistics on meetings held at headquarters and offices away from headquarters.
• Determine the material and human resources requirements of meetings and prepare the cost estimates for consideration by the requesting office.
• Allocate conference facilities and meeting rooms.
• Maintain an accurate record of speakers and/or an attendance record and coordinate with delegations on their position on the list of speakers.
• Coordinate with the Documents Management Unit the reproduction of in-session reports.
• Prepare the floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
• Attend coordinating/planning meetings, representing the Unit/Section regarding organizational arrangements for special committees and meetings/conferences and update files accordingly.
• Prepare for sessions of committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinates with substantive offices and, and prepares cost estimates.
• Draft correspondence and notes for signature.
• Maintain and update filing and reference system regarding procedures and reference materials for committees and meetings/conferences.
• Respond to queries from delegations and Secretariat.
• Replace, as needed, senior staff in related functions.
• Participate in the recruitment of temporary assistants and schedules and supervise their work.
• Provide guidance/training, as needed, to junior staff.
• Perform other duties as required.

Competencies

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.
• 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. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at offices Away.

Work Experience

• Seven years of progressively responsible experience in conference support or a related area, including directly relevant experience within the United Nations system in meetings management is required.
• Experience in meetings programming and Meetings Scheduling and Resource Allocation System (gMeets) is highly desirable.

Languages

• Fluency in oral and written English is required;
• knowledge of German is desirable for interaction with local German-speaking service providers and officials of the Host Government;
• knowledge of any other United Nations official language is an advantage.

Assessment Method

• Written test and competency-based interview.

Special Notice

This position is for local recruitment. External applicants will be considered only if no suitable internal candidates are found. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at offices Away.

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee

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.

More Info and Application