SENIOR MEETINGS SERVICES ASSISTANT

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 contracts.

Org. Setting and Reporting The position is located in the Evaluation and Monitoring Unit of the Management Support Section, Central Planning and Coordination Division, Department for General Assembly and Conference Management (DGACM), New York. The Senior Meetings Services Assistant reports to the Chief of the Section.

Responsibilities Within limits of delegated authority, the Meetings Services Assistant will be responsible for the following duties: - Contributes to the extraction and consolidation of DGACM data from DGACM data source systems, such as gData 2.0, gDoc and gMeets implemented by the Department for all relevant duty stations. - Assists the designing and conducting of in-depth and thematic evaluation of programmes; - Serves as focal point for coordination, monitoring and expedition of implementation activities and participates in programme evaluation, including study design of evaluations, preparing and validating evaluation instruments, liaising with diverse organizational units to obtain clarification on evaluation findings and formulating relevant statistics. - Runs reports, queries to extract required statistics from departmental systems and assists in the preparation of reports and analysis on key performance indicators. - Prepares monthly statistics on translation and meeting workload and productivity. - Ensure that statistical reports produced by the Unit are in line with the proper Standard Operating Procedures in place and regular quality controls are performed by responsible officers. - Assist the Secretary and deputy Secretary of the Committee on Conferences in drafting invitations and the pre-session documents for the organizational and substantive session of the Committee on Conferences (CoC). - Updates the website of the Committee in all UN official languages and drafts journal announcements and summaries of the meetings of the Committee - Ensures that all preliminary logistic arrangements are made in advance for the efficient conduct of the Committee’s meeting. - Ensures that all required services, including the availability and distribution of documents, and personnel are available in order for the Committee to convene its meetings according to the programme of work. - Assist the Secretary and Deputy Secretary of the Committee during informal consultations. - Allocate conference facilities and meeting rooms and prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol. - Maintains an accurate record of speakers and/or an attendance record and coordinate with delegations on their position on the list of speakers. - In consultation with the Secretary and Deputy Secretary, responds to queries from delegations and Secretariat. - Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of committee. - Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of the Committee. - Proposes solutions to problems and leads projects for enhancing efficiency and level of services provided in the conference room. - Reviews draft resolutions and decisions of assigned committees and meetings/conferences. - Tracks draft resolutions and other legislative decisions that affect programme and participate in the workflow to review draft resolutions to ensure the accurate identification of programmatic and other changes enacted by legislation. - Undertakes and coordinates special projects assigned and take lead in implementation of such initiatives. - Participates in the recruitment of temporary assistants and schedules and supervises their work. - Trains and provides supervision to junior staff. - Performs other duties as required.

Competencies - Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to conference management. Knowledge of planning and processing of documents and planning and programming 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. - 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. - 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.

Work Experience A minimum of ten years of experience in statistics, data evaluation and analysis, meetings management, documents management or a related area, with at least three years within the UN system or similar international organization is required.

Experience in conference servicing area 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 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 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.

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.

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. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty.

Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

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.

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.