MEETINGS SERVICES ASSISTANT
Contract
This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.
Org. Setting and Reporting
This position is located in the Security Council Subsidiary Organs Branch (SCSOB) of the Security Council Affairs Division (SCAD), Department of Political and Peacebuilding Affairs (DPPA), at Headquarters in New York. The incumbent reports directly to a Senior Political Affairs Officer. SCSOB provides support to subsidiary bodies established by the Security Council, particularly sanctions committees and groups/panels of experts who assist them in overseeing sanctions regimes.
Responsibilities
Within delegated authority, the Political Affairs Officer will be responsible for the following duties: • Prepares and organizes sets of official documentation, in the six official languages, for distribution in the conference room. • Informs relevant offices/persons of changes in the daily programme of Security Council committees and meetings/conferences. • Ensures the distribution of procedural notes for the chairpersons of assigned Security Council committees and 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 Security Council committees and meetings/conferences. • Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of Security Council committees and meetings/conferences. • Maintains an accurate record of speakers and/or an attendance record and coordinate with the Secretariat, verbatim reporters and delegations on their position on the list of speakers. • Ensures that reports of Security Council committees and meetings/conferences meet the UN document standards and coordinates with the documents control office for reproduction of reports. • Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol. • Prepares monthly statistics on meetings held at headquarters. •Prepares for Security Council committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinates with substantive offices, and prepares cost estimates. • Drafts routine correspondence for signature. • Makes arrangements for and coordinate video and teleconference activities at headquarters. • Maintains filing and reference system of procedures and reference materials for Security Council committees and meetings/conferences. • Responds to queries from delegations and the Secretariat. • Replaces, as needed, senior staff responsible for room reservations and the electronic distribution of the daily programme of meetings. • Provides guidance/training, as needed, to temporary assistants and junior staff. • Performs other duties as required.
Competencies
• Professionalism: Knowledge of the Organization’s conference policies, procedures and practices. Ability to research, select, organize and summarize information required for the preparation of meetings. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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.
Job - Specific Qualification
Not available.
Work Experience
A total of five years of progressively responsible work experience in conference support, including directly relevant experience within the UN system or another international organization or a national administration in meetings management is required. Please describe with examples how you meet this criterion. Experience in meetings programming and servicing, and statistical reporting is desirable. Please describe with examples how you meet this criterion. Experience in working with the United Nations Security Council or United Nations Special Political Missions or related International Organization is desirable. Please describe with examples how you meet this criterion.
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 desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
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. 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. 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.
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.
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Source:
careers.un.org
