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.

Salary

The salary for this job should be more than 1,833 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting

ECA's mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 SDGs and Agenda 2063. The mission is guided by ECA's five new strategic directions which are: advancing ECA's position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent's problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa's position at the global level and developing regional responses as a contribution to global governance issues. The Administration and Conference Management Division (ACMD) is headed by a Director and reports to the Deputy Executive Secretary (Programme Support). It is divided into seven main sections: Facilities Management Section (FMS), Finance and Budget Section (FBS), Digital and IT Management Section (DITMS), Human Resources Management Section (HRMS), Publications and Conference Management Section (PCMS), Supply Chain Management Section (SCMS) and United Nations Health Care Centre (UNHCC). This position is in the Publications and Conference Management Section (PCMS) within the Administration and Conference Management Division (ACMD) of the the United Nations Economic Commission for Africa (UNECA), Addis Ababa, Ethiopia. The incumbent works under the general guidance of the Chief of the Publications and Conference Management Section (PCMS) and the direct supervision of the Chief, Conference Planning and Coordination Services Unit.

Responsibilities

Within the delegated authority, the Meeting Services Assistant will be responsible for the following duties: • Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned committees and meetings/conferences. • Assists in drafting procedural notes for the chairpersons of assigned committees and meetings/conferences. • Ensures that all required services, including the availability and distribution of documents and personnel, are available in order for committees and meetings/conferences to convene according to the schedule. • Utilizes E-Dritis and ODS to track the status of and download documents. • Organizes and maintains reference material and background documents, including resolutions and decisions of main organs, in documents booth. • Reports on the proceedings of committees and meetings/conferences and submit reports, if required, to the supervisor. • Produces daily and weekly programme of assigned committees and meetings/conferences/conferences prepared by senior staff for distribution. • Supervise, as needed, the voting and election process and the preparation of tabulation of voting patterns. • Assists in the preparation of the preliminary list and annotation of agenda items and daily material concerning the proceeding of committees and meetings/conferences. • Prepares list of participants. • Maintains a database of meetings based on requests and publishes the list indicating the interpretation requirements, venue, date and other relevant information, on a monthly basis. • Prepares monthly statistics on meetings held at headquarters and offices away from headquarters. • Determines the material and human resources requirements of meetings and prepares the cost estimates for consideration by the requesting office. • Allocates conference facilities and meeting rooms. • Maintains an accurate record of speakers and/or an attendance record and coordinate with delegations on their position on the list of speakers. • Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences. • Ensures reports of committees and meetings/conferences meet the UN document standards and coordinate with the documents control office for reproduction of reports. • Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol. • Attends coordinating/planning meetings, representing the Unit/Section regarding organizational arrangements for special committees and meetings/conferences and updates files accordingly. • Prepares for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinates with substantive offices and, and prepares cost estimates. • Drafts correspondence and notes for signature. • Maintains and updates filing and reference system regarding procedures and reference materials for committees and meetings/conferences. • Responds to queries from delegations and Secretariat. • Replaces, as needed, senior staff in related functions. • Participates in the recruitment of temporary assistants and schedules and supervises their work. • Provides guidance/training, as needed, to junior staff. • Assists 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. • Assists with visualizations and updating information material such as web pages or brochures. • Supports day-to-day communications with freelance interpreters • Supports assignment of events to freelance interpreters and provides them with relevant information, documentation and materials for effective delivery of their services • Ensures timely submission of documentation for engagement and payment of freelance interpreters • 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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 is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven years of experience in conference support or related area is required. One year or more of experience in data analytics or related areas is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

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LanguageReadingWritingListeningSpeakingEnglishUN Level IIUN Level IIUN Level IIUN Level II

Desirable Languages

LanguageReadingWritingListeningSpeakingFrenchUN Level IUN Level IUN Level IUN Level I

Assessment

Evaluation of qualified candidates may include a substantive assessment, which may be followed by a competency-based interview.

Special Notice

This position is available on a temporary basis. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. While this temporary job opening may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. This temporary job opening may be limited to "internal candidates," who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. 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. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. 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. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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. All external candidates recruited in accordance with section 2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. 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.