Job Opening

Posting Title: Meetings Services Assistant, G6
Job Code Title: MEETINGS SERVICES ASSISTANT
Department/Office: United Nations Joint Staff Pension Fund
Duty Station: NEW YORK
Posting Period: 30 January 2018 - 28 February 2018
Job Opening Number: 18-Conference Services-UNJSPF-92176-R-New York (R)
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 Office of the CEO of the United Nations Joint Staff Pension Fund (UNJSPF). The Office of the CEO is responsible for ensuring efficient administration of the Fund and full implementation of the Fund’s mandate in compliance with the Regulations and Rules of the Fund and with decisions and guidelines issued by the Pension Board and the General Assembly. The incumbent reports to the CEO.

Responsibilities

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

• Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of the Pension Board, and other assigned committees and meetings/conferences.
• Assists in drafting procedural notes for the chairpersons of the Pension Board, and other assigned committees and meetings/conferences.
• Ensures that all required services, including the availability and distribution of documents, and personnel are available in order for the Pension Board, and other committees and meetings/conferences to convene according to the schedule.
• Track the status of and posts documents on Pension Board/Committee websites.
• Organizes and maintains reference material and background documents in documents booth.
• Reports on the proceedings of committees and meetings/conferences and submit reports, if required, to the supervisor.
• Produces daily and weekly programme of the Pension Board, and other assigned committees and meetings/conferences/conferences prepared by senior staff for distribution.
• Supervise, as needed, the voting and election process and the preparation of tabulation of voting patterns.
• Assists in the preparation of the preliminary list and annotation of agenda items and daily material concerning the proceeding of the Pension Board, and other committees and meetings/conferences.
• Prepares list of participants.
• Maintains a database of meetings based on requests and publishes the list indicating the interpretation requirements, venue, date and other relevant information, on a quarterly basis.
• Determines the material and human resources requirements of meetings and, in cooperation with the Budget Officer, prepares the cost estimates for consideration by the requesting office.
• Allocates conference facilities and meeting rooms.
• Maintains an accurate record of speakers and/or an attendance record and coordinates with delegations on their position on the list of speakers.
• Undertakes research and provides reference materials for preparation of briefs, notes and statements for meetings/conferences.
• Ensures reports of committees and meetings/conferences meet the Pension Board/UN document standards and coordinates with the documents control office for reproduction of reports.
• Prepares floor plan of seating arrangements in accordance with meeting requirements and Pension Board protocol.
• Attends coordinating/planning meetings,.
• Prepares for committees and meetings/conferences to be held away from Headquarters, , coordinates with host organization.
• Drafts correspondence and notes for signature.
• Maintains and updates filing and reference system regarding procedures and reference materials for Pension Board.
• Responds to queries from Pension Board and Committee members, UN departments, participants, beneficiaries and other stakeholders.
• Replaces, as needed, senior staff in related functions.
• Participates in the recruitment of temporary assistants and schedules and supervises their work.
• Provides support to the Office of the CEO in preparing drafts to respond to correspondence from high level officials, committees, or governing bodies.
• Provides support to the Office of the CEO to respond to queries from the Fund’s stakeholders regarding pension issues by using the Fund’s systems and databases.
• Provides guidance/training, as needed, to junior staff.
• 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.

• 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

High school diploma or equivalent.

Work Experience

Minimum of seven years of experience in servicing international meetings within the context of an intergovernmental or international organization is required. At least five years of experience working with senior management officials or delegations is required. Experience within a large pension fund or financial institution is desirable. Experience working with ERP systems 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 an advantage.

Assessment

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

Special Notice

The United Nations Joint Staff Pension Fund (UNJSPF) is an independent inter-agency body established by the United Nations General Assembly. The applicable human resources procedures are governed by a Memorandum of Understanding (MoU) between the Fund and the UN Secretariat. Any candidate from a member organization of the UNJSPF applying for this post is considered as an internal candidate provided he/she has been appointed through the appointment and promotion procedures applicable in his/her respective organization. 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.

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, former ASAT) 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.

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 or sexual abuse, or crimes other than minor traffic offences, 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.

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, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

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