Job Opening

Posting Title: Meeting Services Assistant, G5
Job Code Title: MEETINGS SERVICES ASSISTANT
Department/Office: Department of Political Affairs
Duty Station: NEW YORK
Posting Period: 14 August 2018 - 12 September 2018
Job Opening Number: 18-Conference Services-DPA-101629-R-New York (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is located in the Division for Palestinian Rights (DPR) of the Department of Political Affairs (DPA) in the United Nations Secretariat. The incumbent reports to the Team Leader of the International Meetings and NGO Team. The Division for Palestinian Rights serves as the Secretariat of the United Nations Committee on the Exercise of the Inalienable Rights of the Palestinian People, and supports the Committee in implanting its Programme of Work, including through the organisation of conferences and seminars at United Nations Headquarters and abroad and the liaison with Nongovernmental Organisations and Civil Society.

Responsibilities

Under the supervision of the Team Leader “International Meetings & NGO”, the Meetings Services Assistant will be responsible for the following duties:

• Assists in the preparation of international meetings and conferences both at and away from HQ, incl. administrative arrangements for invited experts and servicing staff, travel arrangements for external participants; researches biographical data on experts and drafts biographical summaries for publication; assists in liaising with Foreign Ministry officials, UN agencies, hotel management and protocol on meeting arrangements; assists in documents submission through utilisation of UNITE Docs and ODS.
• Arranges, through pouch service, all pertinent documentation, reference materials and stationery supplies to arrive at destination in adequate time for meeting.
• On-site, assists in organization of registration of participants; prepares relevant documents such as list of participants; liaises with meetings participants, in particular from among civil society; performs other administrative and financial tasks for meetings/conferences incl. preparation of cost estimates.
• 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 international meetings and conferences both at and away from HQ.
• Engages delegates, including at ambassadorial level, to resolve conflicts regarding list of speakers, requests for the floor and seating arrangements, and explains Rules of Procedure; if required, informs Professional staff of the Division accordingly.
• Liaises with Member States and Observer Delegations (ambassadorial level), expert speakers, including eminent personalities, representatives of civil society and the media in preparation of international meetings, as well as regular Committee meetings.
• Maintains a database of international meetings and conferences both at and away from HQ based on requests.
• 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.
• 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 the 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.
• Drafts correspondence and notes for signature.
• Maintains and updates filing and reference system regarding procedures and reference materials for committees and meetings/conferences. Takes responsibility for the records management, retrieval and electronic archiving system on meetings/conferences, devises and maintains electronic and paper filing systems.
• Responds to queries from Delegations and the Secretariat.
• Replaces, as needed, senior staff in related functions.
• Participates in the recruitment of temporary assistants and/or interns and schedules and supervises their work.
• Provides guidance/training, as needed, to junior staff and/or interns.
• 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. Demonstrates ability to draft official communications to a high standard. 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 five (5) years’ experience in servicing international meetings within the context of an intergovernmental or international organisation is required.
Experience in the administrative servicing of meetings or conferences at the main seat of an organisation or abroad is required.
Experience making administrative arrangements, including travel, for meeting participants is required.
Experience in the protocol work for an international or intergovernmental organs, such as United Nations is desirable.
Experience in drafting documents and correspondence is desirable.
Experience in documents management is desirable.
Experience in working for an office dealing with Middle East 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 Arabic is desirable. Knowledge of French is desirable. 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.

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.

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; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.

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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.

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.

Sorry, this job opening is no longer available.
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