Meeting Services Assistant

Contract

This is a Consultancy contract. More about Consultancy contracts.

Result of Service

The incumbent will be responsible for the following:

1- Optimal and timely provision of conference services in accordance to the conference standards used by the Department of General Assembly and Conference Management (DGACM).

2- Servicing of ESCWA and non-ESCWA meetings and events is done to the satisfaction of the organizers and the participants.

3- With the assistance of the meeting services attendant, meeting and events run smoothly, and substantive offices are able to fulfill their mandates in a satisfactory manner.

Work Location

UN-House ESCWA

Expected duration

6 Months

Duties and Responsibilities

This position is located within the Conference Management Section (CMS), Resource Management and Service Development Division (RMSDD) of the Economic and Social Commission for Western Asia (ESCWA). The meeting services attendant will report to the Conference Affairs Officer and the overall guidance of Chief CMS.

The IC will be responsible of the following duties:

• Receive meeting requests from internal and external agencies, conduct cost estimates for meetings, rooms and services, and liaise with organizers for implementation and complete reservation of rooms and resources; • Coordinate with all service units, including IT, procurement, facility management, to provide a full package of services though one-stop-shop solutions; • Prepare sets of official documentation and reference material in documents booths, for distribution in the conference room; • Distribute texts of speeches and conference room papers to interpreters, other language staff and delegations during meetings; • Update the interactive calendar of meetings, room charts and signs for each scheduled meeting; • Prepare conference material for meetings to be held, in person, virtually, in hybrid form or away from Headquarters; • Set-up meeting rooms for the intergovernmental meetings and other types of events; • Assist relevant officials and delegates in the conference room on meeting-related matters; • Set-up and assist in managing content on relevant platforms and tools that support data collection and analysis tools for effective and informational reporting; • Produce and update information products such as reports, charts and infographics by turning data into graphical products to convey messages and a storyline; • Maintain technical documentation for relevant digital application systems and products; • Conduct research on new technologies, proposes new acquisitions and provide support on specific computer applications systems; perform complex troubleshooting for various conference tools; • Assist in the establishment and maintenance of internal databases in assigned areas; set up files, store and manage data and information relevant to the scope of project activities; • Perform other related duties as required.

Qualifications/special skills

High School Diploma or equivalent is required.

All candidates must submit a copy of the required educational degree. Incomplete applications will not be reviewed. A minimum of eight years of experience in conference support and operation and meeting services or related area is required. Four years of experience in information management, information systems, data management, mapping, data visualization, or other related area is required. One year of experience in using electronic programmes, databases and documentation management software is required. Experience working in multinational or international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat; and Arabic is a working language of ESCWA.

For this position, fluency in English and Arabic is required. Knowledge of French is desirable.

Note: “Fluency” equals a rating of ‘fluent’ in all four areas (speak, read, write, and understand) and “Knowledge of” equals a rating of ‘confident’ in two of the four areas.

Additional Information

Recruitment for this position is on a local basis. The incumbent is required to have the legal right to live and work in the specified working location.

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.