Meeting Services Attendant

Contract

This is a Consultancy contract. More about Consultancy contracts.

Result of Service

The candidate 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

3 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. The IC will be required to undertake the following duties, as needed: 1. Prepares the conference room the day before the meetings takes place, including: a) Types the name and title of each and every participant in a nameplate template; b) Prints each nameplate and inserting them on holders; c) Carries the holders to the conference room; d) Follows approved seating protocol for podium, official delegations, observers and other participating entities in setting up nameplates in conference rooms; e) Retrieves, distributes and/or sets up nameplates for meetings on an urgent basis; f) Sets up the meeting room; g) Collects the holders and other conference items and places them in the storage (e.g. gavel, UN flags etc). 2. Prepares and organizes sets of official documentation and reference material, and distributes them in the conference room; 3. Distributes texts of speeches and conference room papers to the podium, interpreters and précis-writers, and delegations or participants in the meeting room; 4. Distributes bottles of water during intergovernmental meetings, or as requested; 5. Distributes stationery supplies in the conference room; 6. Assists relevant officials/participants and delegates in the meeting room on meeting-related matters; 7. Prepares invitations to participants to attend meetings/conferences; 8. Assists in the coordination with the interpreters and the sound technician; 9. Assists the Chair on the needs of the podium, as needed; 10. Assists in the coordination for coffee breaks, as needed; 11. Assists the information desk, as needed; 12. Escorts participants to the conference room, upon request; 13. Assists in the preparation of the preliminary list and annotation of agenda items; 14. Prepares the list of participants, as necessary; 15. Monitors meeting requests submitted on gMeets and books rooms and other services requested; 16. Assists the Unit with cost estimates that are requested on ESCWA’s portal of services, as needed; 17. Assists with matters related to the cost estimator currently being developed within CMS; 18. Assists entering data in e-APG pertaining to interpreters that are in the roster and who are hired to service at meetings and events; 19. Carries out other tasks requested by the Chief; performs general office management functions as required; 20. Performs other related duties as required.

Qualifications/special skills

A High School diploma or equivalent is required. All candidates must submit a copy of the required educational degree. A minimum of one year of experience in conference services, meeting services management or related area is required. Experience working in the United Nations or other multinational or international organization is desirable.

Languages

Languages English and French are the working languages of the United Nations Secretariat; and Arabic is a working language of ESCWA. For the position advertised, 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.