MEETINGS SERVICES ASSISTANT (Temporary Job Opening), G5
Organization: UNCTAD - United Nations Conference on Trade and Development
Country: Switzerland
City: Geneva
Office: UNCTAD Geneva
Org. Setting and Reporting: This position is located in the Intergovernmental Outreach and Support Service (IOSS) of the United Nations Trade and Development (UNCTAD).
Responsibilities: Under the direct supervision of the Chief, Conference Servicing and Logistics, IOSS and within delegated authority, the Meetings Services Assistant will be responsible for the following duties:
- Produces daily and weekly programme of assigned committees and meetings/conferences prepared by senior staff for distribution.
- Prepares and organizes sets of official documentation in the document booth, in the six official languages, for distribution in the conference room.
- Informs relevant offices/persons of changes in the daily programme of committees and meetings/conferences.
- Carries out onscreen typing as required.
- Maintains a database of meetings, including uploading and maintaining appropriate information on the delegates' portal. Formats and uploads onto the UNCTAD website and Delegate's Portal content such as presentations, statements and other relevant information, on a regular basis.
- Ensures the distribution of procedural notes for the chairpersons of assigned 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 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.
- Assists in the voting and election process by distributing and collecting ballots and the preparation of tabulation of voting patterns. Ensures that reports of 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. Drafts routine correspondence for signature.
- Makes arrangements for and coordinate video and teleconference activities at headquarters.
- 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.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports.
- 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. Able 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.
- 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 is required.
Work Experience: Five years of experience in conference support, meeting services, document processing or related administrative functions is required. Four years of such experience within the United Nations or similar international organisation is desirable. Experience in providing support service to intergovernmental bodies is desirable. Experience managing logistics of large events, including event documents, using electronic tools such as g-Doc, e-Meets, InDesign or other similar IT software is desirable.
Languages: English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Either French or Arabic or Chinese (Mandarin) or Spanish or Russian is desirable.
Assessment: Evaluation of qualified candidates may include an assessment exercise which will be followed by a competency-based interview.
Special Notice: This is a project-funded position currently available for a period of one (1) month, starting as soon as possible. Extensions may be possible provided continuation of need, availability of post and funds, as well as satisfactory performance. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment.
