Meetings Services Assistant

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting

This position is located in the Conference Support Section (CSS), Organized Crime and Illicit Trafficking Branch (OCB), Division for Treaty Affairs (DTA) of the United Nations Office on Drugs and Crime (UNODC), in Vienna, Austria. The incumbent will work under the overall supervision of the Chief of Section and report directly to the Crime Prevention and Criminal Justice Officer in charge of coordinating the intergovernmental work related to the Global Programme to Support the Mechanism for the Review of the Implementation of the United Nations Convention against Transnational Organized Crime and the Protocols thereto (GLOW97). For more information on UNODC, please visit www.unodc.org.

Responsibilities

Within assigned authority, the Programme Assistant will provide administrative support to the activities and initiatives carried out by the team implementing the Global Programme to Support the Mechanism for the Review of the Implementation of the United Nations Convention against Transnational Organized Crime and the Protocols thereto (GLOW97). The incumbent will be responsible for the following specific duties: • Serve as focal point for administrative coordination of the work of the Mechanism for the Review of Implementation of the United Nations Convention against Transnational Organized Crime (UNTOC) and the Protocols thereto, involving support to relevant officers in monitoring activities and extensive liaising with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions; • Assist in monitoring the UNTOC Review Mechanism mailbox, with a particular focus on receiving and registering nominations of focal points and governmental experts for the UNTOC Review Mechanism and on following up with and providing administrative and technical support to relevant counterparts, in coordination with the substantive officers; • Under the supervision of relevant officers, proactively conduct outreach activities via email to Permanent Missions to facilitate the nomination of focal points and governmental experts and maintain/update the related tracking database. Respond to inquiries on the intergovernmental processes related to the UNTOC Review Mechanism and as necessary, refer inquiries to appropriate officers for handling; • Assist with the planning and servicing of the Conference of Parties (COP) to UNTOC, as well as its Bureau, working groups and the respective constructive dialogues, in particular with regard to the UNTOC Review Mechanism; • Register delegates for intergovernmental meetings, prepare lists of participants to send to Conference Management Services after formatting, follow-up on submissions and upload the final list of participants to the UNODC website of such intergovernmental meetings, as appropriate; • Prepare outgoing texts (official communications), e.g. invitations to the working groups and constructive dialogues, notes verbales for submission to the Translation and Text Processing Units by checking accuracy of information, reference material, style and for adherence to established formal standards, by verifying resolutions, quotations, etc., and by providing basic reference assistance as necessary; • Maintain/update the lists of invitees/participants, forms and databases required for processing correspondence, ensuring the information is up-to date. Liaise with the Correspondence Unit for processing and distributing communications to the appropriate addressees; • Assist in the preparation of sub-contracts and procurement contracts; check and verify invoices, process and monitor payments of contractors; review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds. Follow up and liaise with relevant units to ensure smooth and timely processing of procurement and grants applications; • Assist in the recruitment of UN volunteers for the Programme; • Provide secretarial, administrative and logistic support to meetings, training sessions, workshops etc. organized by the Programme, including as related to the travel of project staff, consultants and participants; • Participate in the processing of documents and formal/official communications, including formatting and submission of written outputs of the UNTOC Review Mechanism, as well as of related reports and publications and ensure compliance with relevant submission standards and regulations as well as formal, protocol and/or other requirements. • Enter, track and update document information in the electronic Documents, Conference and Production Management System (gDoc) database; • Assist in the maintenance and updating of the Review Mechanism and UNTOC COP webpages, in close coordination with relevant staff members, and ensure a regular update of the website for meetings documentation, in close consultation with substantive officers and the Meetings Services Assistant; • Assist in maintaining and updating the reviews dashboard, generating standard statistical and other reports for documents and/or official communications processed by the Section, including on services provided to intergovernmental meetings; • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making; • Assist with visualizations and updating information material such as web pages or brochures. • Compile, summarize, and present information/data on the progress of country reviews, upon request, and on specific Programme delivery data to be used by project management in support of periodic reports and summaries; • Perform other work-related duties, including back-up of other General Services Assistants, as assigned.

Competencies

Professionalism: Has knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming, financial management and budgeting. Has proven IT literacy. Understand the rules of procedure of intergovernmental meetings. Understands of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Is able to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrates ability to apply good judgment in the context of assignments given. Has ability to perform analysis, modelling and interpretation of data in support of decision-making. 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. 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; 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. Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven years of progressively responsible experience in programme or project administration or technical cooperation, is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. Work experience with an Enterprise Resource Planning (ERP) software and SAP-based/Umoja applications (in particular grants and management, financial, travel, procurement), or similar business process systems is required. At least two years experience in providing direct support to intergovernmental meetings and processes is desirable. Work experience in liaising with external stakeholders, especially institutional counterparts, is desirable. Work experience in an international organisation or within the United Nations System is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another United Nations official language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

This is a project post. The appointment or assignment and renewal thereof are subject to the availability of the post or funds and budgetary approval. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.