This position is located in the Meetings Management Section (MMS), Central Planning and Coordination Division, Department for General Assembly and Conference Management (DGACM), New York. MMS plans and allocates conference servicing resources for intergovernmental bodies and others. It prepares the yearly and monthly schedules of meetings to be held at Headquarters, which are further finalized on a weekly and daily basis. It reviews all draft resolutions of intergovernmental bodies to ascertain whether they contain meeting servicing implications. The incumbent will report to the Chief of Section and the Project Manager of gMeets and One-Stop Shop initiative.
Within limits of delegated authority, the Senior Meetings Services Assistants will be responsible for the following duties:
•Assists the Project Manager in the development and maintenance of the gMeets and One-Stop-Shop system for meetings and events.
•Coordinates the business requirements received from all stakeholders for actions bydevelopers for the system enhancement and maintenance of the gMeets and One-Stop-Shop and their full deployment, including at other duty stations, and coordinate second level support activities.
•Develops and revises SOPs, guidelines and training manuals for different users of the gMeets and One-Stop-Shop system.
•Provides continuous training on the gMeets and One-Stop-Shop system for both service providers and clients.
•Assists the gMeets database administrator in maintaining data quality and assists in the data transfer between gMeets and One-Stop-Shop systems; serves as a focal point for onsite training and troubleshooting for users.
• Assists the Project Manager in documenting the identified scope and key elements to be included in the Umoja CEM integration and establishing implementation plan in collaboration with the Umoja technical team.
• Assists in the analysis, review and development of new reporting business requirements related to gMeets, One-Stop Shop and Umoja CEM.
•Prepares the electronic biennial Calendar of Conferences and Meetings, generates relevant information from existing databases, sorts data, researches and adjusts entitlements; prepares
and updates monthly wall charts and ensures circulation to UN offices, permanent missions, agencies and other entities, and updates Departmental website.
•Assists in reviewing draft resolutions and decisions for conference servicing implications.
•Prepares draft programme of work of assigned committees and meetings/conferences for clearance.
•Verifies for consistency data in gMeets as announced in the UN Journal and displayed on the scrolling list and door displays.
•Ensures that all required services for meetings added to the daily schedule (notably the Security Council and the General Assembly) are available.
•Ensures that all preliminary logistic arrangements are made in advance for the efficient conduct of committees and meetings/conferences.
•Proposes solutions to problems and leads projects for enhancing efficiency and level of services provided in the conference room.
•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.
•Prepares, finalizes and distributes electronically the Daily gMeets Programme for the following day at Headquarters.
•As lead Meetings Services Assistant, supervises the staff assigned to the meeting room in retrieving documents electronically and in distributing texts of speeches, parliamentary documentation, ballot and results of voting.
•Works with senior officers and coordinate with host countries on scope and requirements and provides logistical support for committees and meetings/conferences to be held away from
Headquarters, other UN Offices or Regional Commissions.
•Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of committees and
meetings/conferences.
•Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
•Maintains databases of meetings, including gMeets, based on requests and publishes the list indicating the interpretation requirements, venue, date and other relevant information, on a
daily/monthly basis.
•Assists the gMeets database administrator in maintaining data quality in different systems; serves as a focal point for training and troubleshooting for system users.
•Prepares statistical reports on utilization of conference-servicing resources of UN bodies.
•Determines the material and human resources requirements of meetings and prepares the cost estimates for consideration by the requesting office.
•Allocate conference facilities and meeting rooms.
•Makes arrangements for and coordinates video and teleconference activities at headquarters.
•Responds to queries from delegations and Secretariat.
•Serves as Late Duty and Weekend Duty Officer for the Section, and acts as OIC in the absence of the Project Manager.
• PROFESSIONALISM: Knowledge of conference management policies, processes and procedures, in particular those related to programme/project implementation and technical cooperation; Ability to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research and gather information from standard sources and to work well with figures including ability to analyze and understand financial data. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization. Shows pride in work and in achievements; 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.
• 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.
High school diploma or equivalent.
A minimum of ten years of progressive experience in the field of conference-servicing with at least three years within the United Nations system or similar international organization is required.
Experience working with electronic meeting management systems such as gMeets or similar systems is desirable.
Experience in project management is desirable.
Experience with reporting and/or data analytics is desirable.
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.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
The position is funded through extra-budgetary resources and is subject to the availability of the post or funds, budgetary approval or extension of the mandate.
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 may be accepted in lieu of the GGST. 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.
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.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
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.
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.
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