Job Opening

Posting Title: Meetings Services Assistant, G5 [Filled from Roster]
Job Code Title: MEETINGS SERVICES ASSISTANT
Department/Office: United Nations Office on Drugs and Crime
Duty Station: VIENNA
Posting Period: 08 September 2021 - 07 October 2021
Job Opening Number: 21-Conference Services-UNODC-163452-R-Vienna (O)
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 Conference Support Section (CSS), Corruption and Economic Crime Branch (CEB), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will work under the direct supervision of the Chief of the Conference Support Section.

For more information on UNODC, please visit our website www.unodc.org

Responsibilities

The incumbent will perform the following specific duties:

•Provide support for the preparation, organization and servicing of the meetings of the UNCAC Conference of the States Parties and its subsidiary bodies: prepare forecast of documentation according to recent and past mandates; monitor with particular attention the timely submission of slotted pre-session and in-session documentation with a view to ensuring that internal deadlines are met; prepare invitations to Member States, UN Bodies, IGOs, NGOs and other stakeholders; update mailing lists of invitees, make travel arrangements for meeting participants, prepare “Information for Participants”; prepare list of participants, handle registration of meeting participants and prepare the provisional and final list of participants according to UN procedures and guidelines; provide assistance to participants related to visa, travel and courtesy passes, liaise with other units as required, provide support to the Secretariat and delegations.
•Assist in the preparation of draft reports on organizational matters, as well as the compilation and submission of the final reports containing all draft reports, action taken and draft resolutions; assist with the various stages of documentation processing for the meetings: processing of questionnaires, provisional agendas, information for participants, list of participants and other relevant pre-, in- and post-session documentation; coordinate with relevant Conference Management Service units, ensure smooth flow of documents and assist the Chief during the meeting.
•Initiate, review, process and follow up on actions related to the administration of the Section’s human resource activities, e.g. recruitment of staff, including completing tasks relating to the Inspira-based recruitment system such as creating job openings, organizing written tests, organizing interviews, preparing preliminary and final assessments, etc.; oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements, ensuring consistency in the application of UN rules and procedures.
•Provide administrative coordination of programme implementation activities: involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative and financial actions, (e.g. expert group meetings, trainings, travel requests and arrangements, authorization of payments, disbursement of funds, submission of claims, budget follow-ups, requisition/procurement of equipment and services, including processing of consultancy contracts, etc.).
•Perform other work related duties as required.

Competencies

•Professionalism: Is able to research, select, organize and summarize information required for the preparation of meetings. Has the ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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 is required.

Work Experience

A minimum of five years of work experience in conference or administrative support or related area is required.
Work experience in staff recruitment issues is desirable.
Experience in the field of servicing intergovernmental meetings, indicating in particular: processing of documents, drafting invitations and Note Verbales, lists of participants and related tasks is desirable.

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 UN languages is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency based interview.

Special Notice

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. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

Other Skills and Requirements

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.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

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.

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.

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.

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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