Job Opening

Posting Title: Meetings Services Assistant, G6 [Filled from Roster]
Job Code Title: MEETINGS SERVICES ASSISTANT
Department/Office: United Nations Environment Programme
Duty Station: GENEVA
Posting Period: 10 December 2019 - 08 January 2020
Job Opening Number: 19-Conference Services-UNEP-127950-R-Geneva (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Sorry, this job opening is no longer available.

Org. Setting and Reporting

The UN Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. This position is located in the Conferences and Information Services Branch (CISB) of the Secretariat of the Basel, Rotterdam and Stockholm Convention (BRS), in Geneva. Under direct supervision of the Chief of the Conference and Information Services Branch, the incumbent will provide reliable technical, administrative and substantive servicing support to meetings by accurately preparing documents and effectively and in a timely manner liaising and interacting with colleagues and concerned parties internally and externally. Responsibilities include:

Responsibilities

•Organizing and coordinating preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned committees and meetings/conferences.
•Assisting in drafting procedural notes for the chairpersons of assigned committees and meetings/conferences.
•Ensuring 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.
•Utilizing the Secretariat's electronic systems to track the status of and download documents.
•Organizing and maintaining reference material and background documents, including resolutions and decisions of main organs, in documents booth.
•Reporting on the proceedings of committees and meetings/conferences and submitting reports, if required, to the supervisor.
•Producing daily and weekly programme of assigned committees and meetings/conferences/conferences prepared by senior staff for distribution.
•Supervising, as needed, the voting and election process and the preparation of tabulation of voting patterns.
•Assisting in the preparation of the preliminary list and annotation of agenda items and daily material concerning the proceeding of committees and meetings/conferences.
•Preparing a list of participants.
•Maintaining a database of meetings based on requests and publishing the list indicating the interpretation requirements, venue, date and other relevant information, on a monthly basis.
•Preparing monthly statistics on meetings of the Basel, Rotterdam and Stockholm Conventions.
•Determining the material and human resources requirements of meetings and preparing the cost estimates for consideration by the requesting office.
•Allocating conference facilities and meeting rooms.
•Maintaining an accurate record of speakers and/or an attendance record and coordinating with delegations on their position on the list of speakers.
•Undertaking research and providing reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences.
•Ensuring reports of committees and meetings/conferences meet the UN document standards and coordinating with the documents control office for reproduction of reports.
•Preparing floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
•Attending coordinating/planning meetings, representing the Unit/Section regarding organizational arrangements for special committees and meetings/conferences and updates files accordingly.
•Preparing for committees and meetings/conferences to be held away from the Secretariat's Headquarters, coordinating with substantive offices and preparing cost estimates.
•Drafting correspondence and notes for signature.
•Maintaining and updating filing and reference system regarding procedures and reference materials for committees and meetings/conferences.
•Responding to queries from delegations and Secretariat.
•Replacing as needed, senior staff in related functions.
•Participating in the recruitment of temporary assistants and scheduling and supervising their work.
•Providing guidance/training, as needed, to junior staff.
•Performing 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.

•COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

•PLANNING AND 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 is required. 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. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

A minimum of seven years of relevant work experience in meetings services, administrative services, logistics, conference services or related area is required.
Knowledge of the United Nations' conference policies, procedures and practices is required.
Experience with coordination of meeting logistics and liaising with vendors and service providers is desirable.
Experience with preparation of documentation and terms of references for procurement of goods and services for the meetings is an asset.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.

Special Notice

This position is open for recruitment for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred including procuring visa or work permit, as applicable, in order to take-up the appointment.

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.

All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an e-mail address has been provided. If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

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.

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.
Home | Privacy notice | Site map | Fraud alert | Contact Us
Copyright 2020 United Nations. All rights reserved