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-31663-R-NEW YORK (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
This position is located in the Meetings Servicing Unit in the Meetings and Publishing Division (MPD) of the Department for General Assembly and Conference Management (DGACM). The incumbent reports to the Chief of the Unit.
Responsibilities
Within limits of delegated authority, the Meetings Services Assistant will be responsible for the following duties:
- To ensure smooth running of UN meetings so that they accomplish their work and purpose, by coordinating the services and facilities required for each meeting.
- Assist in servicing large and complex meetings to ensure that required services and documents are available for a meetings to convene at the scheduled time
- Inform relevant offices and/or persons of changes in the daily program of committees and meetings and/or conferences
- Ensure the distribution of procedural notes for the chairpersons of assigned committees and meetings and/or conferences
- Maintain an accurate record of speakers and/or an attendance record in coordination with meeting room staff and delegations on their position on the list of speakers
- Assist in the voting and election process distributing and collecting ballots
- Assist in preparing electronic floor plans of seating arrangements in accordance with UN protocol
- Prepare conference material for and service small to medium meetings held away from Headquarters and coordinate with substantive offices.
- Maintain filing and reference system of procedures and reference materials for committees and meetings and/or conferences.
- Service the Delegates Documents Counter by providing UN official documentation to delegates in the six official languages as requested.
- Prepare and organize sets of official documentation, in the six official languages, for distribution in the conference rooms
- Assist the Documents Coordinator in preparing documentation for distribution in conference rooms.
- Assist in servicing paper-smart meetings by uploading statements and official documents in the portal.
- Respond to queries relating to meetings services, from delegations and Secretariat
- Provide guidance and training to temporary assistants and less experienced staff
- Perform duties assigned and provides support to the Chief of the Unit.
Must be available for overtime and on-call assignments, depending on work exigencies.
Competencies
Core Competencies:
PROFESSIONALISM: Knowledge of the Organization's conference policies, procedures and practices; Knowledge of ODS and eMeets; Ability to research, select, organize and summarize information required for the preparation of meetings; Shows pride in work and achievements
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 from Headquarters.
Work Experience
A minimum of five (5) years of work experience in the field conference servicing or other related area. Experience in dealing with United Nations policies, procedures and practices relating to conferences and meetings services is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations 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 recognised locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
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, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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