Job Opening

Posting Title: MEETINGS SERVICES ASSISTANT, G6
Job Code Title: MEETINGS SERVICES ASSISTANT
Department/Office: United Nations Environment Programme
Duty Station: GENEVA
Posting Period: 25 February 2020 - 25 March 2020
Job Opening Number: 20-Conference Services-UNEP-130531-R-Geneva (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The United Nations 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. CITES (Convention on International Trade in Endangered Species of Wild Fauna and Flora) is an international agreement between states. Its aim is to ensure that international trade in specimens of wild animals and plants does not threaten their survival(www.cites.org). The position is located in UNEP/CITES, Geneva duty station. Under the supervision of the Chief of Governing Bodies and Meeting Services, the incumbent will perform the following duties:

Responsibilities

1. Prepare and draft statements of requirement for potential host governments for meetings of the Conference of the Parties, the Standing, Animals and Plants Committees and other official CITES meetings and workshops, as required.
2. Maintain a programme of official CITES meetings.
3. Liaise with host governments to make appropriate arrangement for meeting facilities and equipment.
4. For meetings in Switzerland, liaise with the conference centre to ensure that all facilities required for each meeting are provided. Obtain an estimate of costs and liaise with the Administrative and Fund Management Officer regarding their approval.
5. Prepare, in consultation with the Administrative and Fund Management Officer, cost estimates for the meetings of the Conference of the Parties to CITES, and of the Standing Committee, and the Animals and Plants Committees, as well as other CITES meetings and workshops.
6. Prepare and send invitation to Parties, UN agencies and intergovernmental and non-governmental organizations as appropriate.
7. Draft allocation of responsibilities of staff for each meeting and liaise with temporary staff about assignments.
8. Contact possible conference staff in advance of each meeting including translators, interpreters, rapporteurs, secretaries and typists, as required, and prepare proposals for hiring these temporary staff.
9. Liaise with UN offices, host government, representatives and international organization in order to obtain staff meeting rooms and facilities and other contributions to meetings.
10. Maintain the database for the registration of participants at meetings and ensure that all registrations are acknowledged. Produce the list of participants on the basis of registrations received. Liaise with Chairs of the Standing, Animals and Plants Committees regarding requests for participation of observers in committee meetings. Produce badges for participants at all meetings.
11. Liaise with meeting participants concerning exhibition facilities and side events, and visa requirements.
12. Make travel and accommodation arrangements for participants being financed by or through the Secretariat.
13. At meetings of the Conference of the Parties, collaborate with the Documentation Officer to monitor daily production of documents during meetings.
14. At meetings of the Conference of the Parties, organize the registration of all participants and oversee the registration team, including UNEP/CITES staff, temporary conference staff and host country staff.
15. Supervise general services staff with regards to tasks assigned during meetings.
16. Analyze the requirements after each meeting and identify possible improvement in arrangements and cost reduction and drafts revised statements of requirements.
17. Support the work of the Standing Committee, as required: maintain the list of contacts of members on the CITES website; assist in the conduct of postal procedures; prepare supporting documentation for meetings of the Standing Committee; maintain the list of tasks of the Committee after each meeting of the Conference of the Parties.
18. Perform other related duties as assigned.

Competencies

PROFESSIONALISM: 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 the 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

Completion of secondary education is required. Additional training in administration, logistics or other relevant field desirable. 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 (ASAT) 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 may be accepted in lieu of the GGST.

Work Experience

A minimum of seven (7) years of experience in conference support, travel arrangement or related fields is required.
Experience in servicing intergovernmental meetings is desirable.
Proficiency in use of UN system tools including Enterprise Resource Planning (ERP) systems such as SAP is desirable.
Experience in registration database is desirable.
Good drafting skills is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required. Fluency in either French or Spanish 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

Appointment against this post is 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 candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred 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 on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided.

If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received.. 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.
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