MEETINGS SERVICES ASSISTANT (Temporary Job Opening), G6

Overview

The Meeting Services Assistant will organize and coordinate preparatory meetings, assist in drafting procedural notes, and ensure all required services are available for committees and meetings/conferences.

Key Responsibilities

• Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned committees and meetings/conferences.
• Assists in drafting procedural notes for the chairpersons of assigned committees and meetings/conferences.
• Ensures that all required services, including the availability and distribution of documents and personnel, are available in order for committees and meetings/conferences to convene according to the schedule.
• Utilizes E-Dritis and ODS to track the status of and download documents.
• Organizes and maintains reference material and background documents, including resolutions and decisions of main organs, in documents booth.
• Reports on the proceedings of committees and meetings/conferences and submit reports, if required, to the supervisor.
• Produces daily and weekly programme of assigned committees and meetings/conferences/conferences prepared by senior staff for distribution.
• Supervise, as needed, the voting and election process and the preparation of tabulation of voting patterns.
• Assists in the preparation of the preliminary list and annotation of agenda items and daily material concerning the proceeding of committees and meetings/conferences.
• Prepares list of participants.
• Maintains a database of meetings based on requests and publishes the list indicating the interpretation requirements, venue, date and other relevant information, on a monthly basis.
• Prepares monthly statistics on meetings held at headquarters and offices away from headquarters.
• Determines the material and human resources requirements of meetings and prepares the cost estimates for consideration by the requesting office.
• Allocates conference facilities and meeting rooms.
• Maintains an accurate record of speakers and/or an attendance record and coordinate 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 chairperson of committees and meetings/conferences.
• Ensures reports of committees and meetings/conferences meet the UN document standards and coordinate with the documents control office for reproduction of reports.
• Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
• Attends coordinating/planning meetings, representing the Unit/Section regarding organizational arrangements for special committees and meetings/conferences and updates files accordingly.
• Prepares for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinates with substantive offices and, and prepares cost estimates.
• Drafts correspondence and notes for signature.
• Maintains and updates filing and reference system regarding procedures and reference materials for committees and meetings/conferences.
• Responds to queries from delegations and Secretariat.
• Replaces, as needed, senior staff in related functions.
• Participates in the recruitment of temporary assistants and schedules and supervises their work.
• Provides guidance/training, as needed, to junior staff.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision-making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Supports day-to-day communications with freelance interpreters
• Supports assignment of events to freelance interpreters and provides them with relevant information, documentation and materials for effective delivery of their services
• Ensures timely submission of documentation for engagement and payment of freelance interpreters
• Performs other duties as required.

Required Experience

A minimum of seven years of experience in conference support or related area is required. One year or more of experience in data analytics or related areas is desirable.

Qualifications

High school diploma or equivalent is required.

Other Details