MEETINGS SERVICES ASSISTANT

 

This post is located in the Meetings Management Section, Central Planning and Coordination Service (CPCS), Division of Conference Management (DCM), Department for General Assembly and Conference Management, Geneva. The incumbent will report to the Conference Affairs Officer.

Responsibilities

Under the supervision of the Conference Affairs Officer, the incumbent will be responsible for the following duties:

Planning and coordination functions:

• Assists in the planning and coordination of meetings to be held at UNOG and liaises with substantive secretariats, other clients and all UNOG services involved.
• Ascertains the correctness and completeness of all parameters of a meeting (number of participants, conference room(s) assigned, office space, interpretation requirements, number of parallel meetings to be held requiring interpretation services, summary record coverage, digital recording, accessibility requirements, nameplates, online or technical platforms being utilized) etc.
• Plans and allocates conference facilities, coordinates the provision of the required services so that meetings can be convened according to schedule; ensures that all logistical arrangements are made in advance for the efficient conduct of conferences and meetings; responds to conference facilities and servicing queries from delegations, Permanent Missions, Secretariats and other users.
• Ascertains meetings mandates and related entitlement; raises cost estimates for requested services if necessary.
• Assists in the coordination of accessible meetings, ensuring that all arrangements for sign language (national and/or international) and captioning, as well as any other related services, are in place and stakeholders informed accordingly.
• Plans and organizes ad-hoc or unforeseen meetings; provides the staff of the Section with the information required to draft correspondence to clients on arrangements for meetings; drafts correspondence to clients.
• Monitors and adjusts the daily programme of meetings and conferences to be held at UNOG including the lunchtime and evening programmes. Liaises with colleagues, clients’ and service providers to ensure that any changes to the daily programme are correctly reflected and ensures that all concerned have been informed of changes.
• Based on information in the gMeets system, prepares statistical reports of meetings held and serviced by DCM, as well as addressing other ad-hoc requests from management.

Servicing functions:

• Takes note of all the aforementioned parameters of a meeting well in advance and in consultation with the client Secretariat.
• Organizes and/or print and place all requested nameplates, in paper or electronic format. If requested, prepares floorplan of seating arrangements in accordance with meeting requirements and UN seating protocol. Depending on the size of the meeting, the incumbent may perform these tasks alone or with the support of other colleagues of the Unit.
• Requests statements, speeches and other documentation, which the incumbent will be disseminating through both physical and electronic means (eg. eStatements hub).
• Prior to the start of the meeting, prepares the room set-up, ensures that all services, including accessibility services, are in place and functioning correctly. Takes note of any changes and transmits this information accordingly.
• Ensures the intervention of relevant colleagues (technical services, ICTS) in the event of technical incidents or any technical adjustments needed in the room.
• Verifies that all interpretation channels and sound equipment are functioning properly, if meeting is public and webcast, checks that UNTV Live image is correct and working properly.
• Obtains the list of speakers from the meeting secretary and shares with the interpreters, technical services, precis-writers and press officers. When required, the incumbent compiles the full names of speakers and the countries/entities they represent.
• Follows the meeting and notes any changes in programme and requests for services and equipment and reports them immediately to the Meetings Coordination and Planning Unit (MCPU) and other relevant services concerned. Notes down any decisions/resolutions regarding future dates of meetings/sessions and their parameters and informs MCPU accordingly.
• In case of a vote, obtains the roll call lists for distribution to the delegates. In case of secret ballot, participates in the organization of the voting operations by following the applicable procedures.
• Upon conclusion of the meeting, liaises with all concerned services regarding the adjournment and informs all concerned of the schedule of the following day.
• Ensures the conference rooms is prepared for the following day.
• When required, organizes the work of Meetings Services Assistants at G-2, G-3 and G-4 levels assigned to the specific meeting.
• Fills in the relevant data in gMeets for meetings held in Geneva and when servicing meetings held away from Headquarters.
• Assists in the planning and coordination of meetings to be held at UNOG and liaises with substantive secretariats, other clients and all UNOG services involved.

Competencies

PROFESSIONALISM:
Knowledge of office and meeting support, including document distribution in the context of the Organization’s conference management. Knowledge of UN rules and regulations related to the conference management. 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.

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

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

Completion of secondary school or its equivalent commercial school.

Work Experience

At least five (5) years of experience in conference servicing or events organization is required.

Experience within the United Nations Common System or similar international organizations in meetings management is desirable.

Experience in meetings programming and servicing, using conference planning tools, such as gMeets, and statistical reporting is desirable.

Experience in servicing hybrid meetings with and without interpretation, including online and in-person meeting participants, is desirable.

Experience with simultaneous interpretation platforms is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and French is required. Knowledge of another UN official 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.

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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments are not required to take the new test.

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.

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.