Job Opening

Posting Title: MEETINGS SERVICES ASSISTANT, G5 [Filled from Roster]
Job Code Title: MEETINGS SERVICES ASSISTANT
Department/Office: Department of Political Affairs
Duty Station: NEW YORK
Posting Period: 24 October 2017 - 22 November 2017
Job Opening Number: 17-Conference Services-DPA-87437-R-New York (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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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. 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.

Org. Setting and Reporting

This position is located in the Security Council Subsidiary Organs Branch (SCSOB) of the Security Council Affairs Division (SCAD), Department of Political Affairs (DPA), United Nations, New York. The incumbent will report to the Secretary of the Security Council Committee pursuant to resolutions 1267 (1999) 1989 (2011) and 2253 (2015) concerning ISIL (Da'esh) Al-Qaida and associated individuals, groups, undertakings, and entities, and the Security Council Committee established pursuant to resolution 1988 (2011). The incumbent will also support the Analytical Support and Sanctions Monitoring Team pursuant to resolutions 1526 (2004) and 2253 (2015) concerning ISIL (Da’esh), Al-Qaida and the Taliban and associated individuals and entities (hereafter "the Monitoring Team").

Responsibilities

Within delegated authority, the Meetings Services Assistant will be responsible for the following duties:

•Produces programme of assigned Committees prepared by senior staff for distribution.
•Prepares and organizes sets of official documentation, in the six official languages, for distribution in the eeRoom, the Committees’ websites, and via email.
•Informs relevant offices/persons of changes in the daily programme of Committees.
•Ensures the distribution of procedural notes for the Chair’s of assigned Committees.
•Assists in the preparation of notes such as agenda items note verbales, press releases and other material concerning the proceeding of Committees.
•Undertakes research and provides reference materials for preparation of briefs, notes and statements for the Chair of Committees and the Monitoring Team
•Maintains an accurate record of speakers and/or an attendance record and coordinate with the Secretariat, verbatim reporters and delegations on their position on the list of speakers.
•Assists in the Committee decision-making process by distributing and collecting notes and incoming communications, and the preparation of outcome notes and action.
•Ensures that documents of Committees and the Monitoring Team meet the UN document standards and coordinates with the documents control office for production and translation of documents.
•Prepares the Monitoring Team’s travel plan for meetings/conferences and makes related administrative arrangements in accordance with requirements of UN.
•Prepares the Committee and the Monitoring Team meetings held at headquarters and offices away from headquarters.
•Prepares for Committee’s Monitoring Team participation in meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinates with substantive offices, and prepares cost estimates.
•Drafts routine outgoing correspondence for dispatching and filing in databases, e-Rooms and archives.
•Makes arrangements for and coordinate video and teleconference activities at headquarters.
•Maintains and implements filing and reference system (electronic and paper) of materials and incoming/outgoing correspondence for Committees and the Monitoring Team.
•Responds to queries from delegations and other interlocutors.
•Replaces, as needed, senior staff responsible for room reservations and the electronic distribution of the.
•Provides guidance/training, as needed, to temporary assistants and junior staff.
•Maintains, updates and issues unit’s ITC equipment and office supplies.
•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. 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.
•Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
•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.

Education

High school diploma or equivalent.

Work Experience

A minimum of five years of experience in the field of conference servicing, administration, or related area. Experience in supporting multilateral committees in international setting 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 another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

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 At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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.

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