Department/ Office
Department for General Assembly and Conference Management
Duty Station
NEW YORK
Posting Period
13 November 2013-13 December 2013
Job Opening number
13-CON-DGACM-31417-R-NEW YORK (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
The position is located in the Central Planning and Coordination Service (CPCS), DGACM. The incumbent reports to the Chief of Meetings Management Section, CPCS.
Responsibilities
Within delegated authority, the Meetings Services Assistant will be responsible for the following duties:
Provides, under minimal supervision, the full range of office management and administrative support functions;
Provides administrative assistance/support to the Chief/Senior Officer and other staff of the Service;
Provides reliable technical, administrative and substantive servicing support to 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.
Ensures that reports of committees and meetings/conferences meet the UN document standards and coordinates with the documents control office for reproduction of reports.
Ensures the distribution of procedural notes for the chairpersons of assigned committees and meetings/conferences.
Maintains an accurate record of speakers and/or an attendance record and coordinates with the Secretariat, précis-writers and delegations on their position on the list of speakers.
Assists in preparing floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
Prepares statistics on meetings held at headquarters and offices away from headquarters.
Maintains filing and reference system of procedures and reference materials for committees and meetings/conferences.
Responds to queries from delegations and the Secretariat.
Prepares letters, memoranda and other official correspondence.
Informs relevant offices/persons of changes in the daily programme of committees and meetings/conferences.
Makes arrangements for and coordinates video and teleconference activities at headquarters;
Provides IT support and contributes to the development and maintenance of the Committee on Conferences website;
Monitors meeting displays in all conference rooms for functionalities and accuracy of data;
Troubleshoots if required and liaises with ICTS for related hardware and software breakdowns;
Replaces, as needed, senior staff responsible for room reservations and the electronic distribution of the daily programme of meetings;
Performs other duties as required.
Competencies
Professionalism: Familiarity with Conference Servicing policies, procedures and practices of the Organization. Ability to research, select, organize and summarize information required for the preparation of meetings. Ability to understand and assist with the established Calendar of Conferences and Meetings and with the uses and capabilities of e-Meets in identifying relevant data - by organ, by Session, by meetings, etc. Ability to perform a wide range of web development and maintenance tasks under minimum supervision. Ability to work independently without supervision, adapt to stressful situation, follow Departmental rules.Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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; shares credit with team accomplishments and accepts joint responsibility for team shortcomings.
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.
Education
High School diploma or equivalent.
Work Experience
A minimum of (5) five years of experience in the field of conference-servicing or related area. Experience in the use of eMeets and Microsoft Office and database are desirable.
Languages
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.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognized locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
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.
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.
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