Job Opening

Posting Title: Senior Meetings Services Assistant, G7, 3 Posts, G7
Job Code Title: Senior Meetings Services Assistant
Department/Office: Department for General Assembly and Conference Management
Duty Station: NEW YORK
Posting Period: 15 February 2018 - 16 March 2018
Job Opening Number: 18-Conference Services-DGACM-91634-R-New York (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

These positions are located in the Meetings Servicing Unit, Meetings Support Section, Meetings and Publishing Division (MPD), Department for General Assembly and Conference Management (DGACM). As part of the Meetings Support Section, the Meetings Servicing Unit provides meeting and documentation services to all intergovernmental organs and expert bodies meeting at Headquarters and servicing meetings held at other locations for which DGACM is responsible. The incumbents report to the Chief of the Unit.

Responsibilities

Within limits of delegated authority, the Senior Meetings Services Assistants will be responsible for the following duties:

•As lead Meetings Services Assistant, ensures that all logistic arrangements, required services (including accessible services), and personnel are available for the committees and meetings to convene and proceed according to schedule, effectively and efficiently.
•Supervises staff assigned to the meeting, among others, to facilitate the smooth running of the meeting.
•During the meeting, the lead MSA, caters to the requests of participants in retrieving official documents (in digital or hard copy format), and in distributing texts of speeches, parliamentary documentation, ballots and results of voting.
•Proposes solutions to mitigate risk and to enhance the level of services provided in the conference room, and collaborates with other Secretariat entities involved in conference servicing.
•Reports to the Chief of Unit on performance of staff and prepares work plans and performance appraisal reports on all staff supervised.
•Participates in the recruitment of temporary staff and schedules and supervises their work.
•Trains and provides supervision to new and lower-level staff in the unit.
•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.
•Assists in the preparation of the reports for the Unit to Department.
•Serves as Late Duty and Weekend Duty Officer for the Unit when required.
•Performs other duties as required.

Competencies

• Professionalism: Knowledge of conference policies, procedures and practices of the United Nations or similar international organization. Ability to research, select, organize and summarize information required for the preparation of meetings. Familiarity with conference servicing IT tools such as eMeets, Paper Smart or any similar applications . 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.
• 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.
• Managing Performances: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports staff when they make mistakes; actively supports the development and career aspirations of staff; appraises performance fairly.

Education

High school diploma or equivalent.

Work Experience

A minimum of ten years of experience in conference and meeting support or related area. Experience in the provision of meeting services to intergovernmental bodies is highly desirable. Experience with any audio/visual conference system is desirable. Experience with voting systems and balloting is an asset.

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.

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; 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.

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.

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.

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

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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