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 Office of the Director of the Security Council Affairs Division in the Department of Political and Peacebuilding Affairs (DPPA). Under the overall guidance of the Director, the Meetings Services Assistant will report to the Political Affairs Officer. Security Council Affairs Division (SCAD) assists the Security Council in carrying out its critical responsibilities. The Division provides both general staff support on a permanent basis and a variety of specific services to the Council, including procedural advice, forward planning, reporting and research, and assistance in the administration of Security Council sanctions regimes.

Responsibilities Within delegated authority, the Meetings Services Assistant will be responsible for the following duties:

•Organizes and coordinates with relevant offices and delegations regarding procedural and organizational arrangements for meetings of the Security Council and its subsidiary bodies. •Assists in drafting procedural briefs for the President of the Security Council and chairpersons of Security Council subsidiary bodies. •Ensures that all required services, including the availability and distribution of documents, and personnel are available in order for meetings of the Security Council and its subsidiary bodies to convene according to the schedule. •Utilizes GDocs, ODS, iSCAD and eDelegate to track the status of and download documents. •Organizes and maintains reference material and background documents, including resolutions and other decisions of the Security Council and its subsidiary bodies. •Using the monthly Programme of Work of the Security Council, produces monthly roster of Meetings Services Assistants assigned to cover meetings of the Security Council and subsidiary bodies. •Supervise, as needed, the voting and election process and the preparation of tabulation of voting patterns. •Prepares the agenda, journal summaries and communiqués of meetings of the Security Council •Assists in the preparation of the agenda items and daily material concerning the proceedings of the Security Council meetings. •Prepares list of participants. •Maintains a database of meetings (iSCAD) and publishes on the Security Council website (using Drupal) and in the Journal the venue, date and other relevant information for Security Council meetings, on a daily basis. •Prepares monthly statistics on meetings of the Security Council and its subsidiary bodies. •Allocates conference facilities and meeting rooms. •Maintains an accurate record of speakers and/or an attendance record and coordinates 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 President of the Security Council and Chairpersons of Security Council subsidiary bodies. •Ensures reports for Security Council meetings 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, when required. •Drafts correspondence and notes for signature. •Maintains and updates filing and reference system regarding procedures and reference materials for Security Council meetings. •Responds to queries from delegations and Secretariat. •Assists in the overall administration of the Division, i.e. provides substantive and administrative support in managing priorities and work flow of the Director and of the Division; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner. •Takes full responsibility for time management and scheduling on behalf of the Director with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands. •Provides direct support to the Director of the Security Council Affairs Division, including by handling phone calls and correspondence, scheduling meetings and processing documents. •Provides direct support to the Director of the Security Council Affairs Division and a Political Affairs Officer in administrative, budget and personnel matters relating to the Security Council Affairs Division. •Coordinates with the front offices of senior UN officials to ensure that information and documents are properly processed. •Provides guidance/training, as needed, to junior staff. •Performs other duties as required.

Competencies Professionalism: Knowledge of the policies, procedures and practices of the Security Council. Ability to research, select, organize and summarize information required for the preparation of relevant documentations for the Security Council. 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.

Planning and 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.

Technological awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education High school diploma or equivalent is required.

Work Experience A minimum of seven (7) years experience in conference support or related area is required.

Experience providing support to the Security Council of the United Nations or a similar organ of a comparable international organization is required.

Experience supporting a senior official in a front office setting is desirable.

Experience managing website content in Drupal or similar content management platform is desirable.

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 an advantage.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.