Senior Meetings Services Assistant

DGACM - Department for General Assembly and Conference Management

Open positions at DGACM / Open positions at UN
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Application deadline in 14 days: Wednesday 7 Aug 2024 at 03:59 UTC

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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

This position is located in the Meetings Servicing Unit of the Meetings Support Section which forms part of the Meetings and Publishing Division (MPD) of the Department for General Assembly and Conference Management (DGACM). As part of the Meetings Support Section, the Meetings Servicing Unit provides meeting and documentation services to all intergovernmental organs and expert bodies meeting at Headquarters and as required, at other locations. The incumbent reports to the Chief of the Unit.

Responsibilities

Within limits of delegated authority, the Senior Meetings Services Assistant will be responsible for the following duties: • As lead Meetings Services Assistant, ensures that all logistic arrangements, required services (including accessible services and reasonable accommodations), and personnel are available to support and facilitate the smooth, effective and efficient conduct of proceedings of all intergovernmental meetings including committees, high level meetings and official events taking place at the UNHQ and other locations. • Reviews meeting details and services entitlements and coordinates with secretariat on the logistical support requirements in the meeting rooms, among others, to facilitate the smooth running of the proceedings. • Monitors the inflow of documents, statements and other meeting files on the shared folders (OneDrive) and ensures that statements are delivered to the booths in a timely manner. • During the meeting, the lead MSA, caters to the requests of participants in retrieving official documents (in digital or hard copy format), and oversees distribution of texts of speeches, parliamentary documentation, ballots and results of voting to support the podium and facilitate the work of interpreters and secretariats staff as needed. • Proposes solutions to mitigate risk and to enhance the level of services provided in the conference room, and collaborates with other Secretariat entities involved in conference servicing. • As a First Reporting Officer oversees performance management for assigned staff and prepares work plans and performance appraisal reports on all staff supervised as required. • Participates in the recruitment of temporary staff and assists in scheduling and supervision of their work. • Trains and provides supervision to new and lower-level staff in the unit. • Works with senior officers and coordinates with host countries on scope and requirements and provides logistical support for committees and meetings/conferences to be held away from Headquarters and other UN Offices or Regional Commissions. • Serves as Late Duty and Security Council Weekend Duty Officer for the Unit when required. • Performs other duties as required.

Competencies

• Managing Performances: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports staff when they make mistakes; actively supports the development and career aspirations of staff; appraises performance fairly. • Professionalism: Knowledge of conference policies, procedures and practices of the United Nations or similar international organization. Ability to research, select, organize and summarize information required for the preparation of meetings. Familiarity with conference servicing IT tools such as eMeets, Paper Smart or any similar applications. 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. • 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 ten years of progressively responsible experience at the international level in the area of conference servicing is required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. Experience with procedures and practices for United Nations conferences or similar international organizations is desirable. Experience with electoral processes and voting procedures for intergovernmental organs and expert bodies is desirable. Supervisory experience within the United Nations system or similar international organizations is desirable. Experience in digital tools or software applications and programs developed for meetings servicing and documents distribution 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 desirable.

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. 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 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.

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.

Added 13 days ago - Updated 3 hours ago - Source: careers.un.org