Job Opening

Posting Title: Senior Meetings Services Assistant, G7
Job Code Title: Senior Meetings Services Assistant
Department/Office: Department for General Assembly and Conference Management
Duty Station: NEW YORK
Posting Period: 22 February 2018 - 23 March 2018
Job Opening Number: 18-Conference Services-DGACM-93197-R-New York (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Sorry, this job opening is no longer available.

Org. Setting and Reporting

This position is located in the Disarmament and Peace Affairs Branch of the General Assembly and ECOSOC Affairs Division, Department of General Assembly and Conference Management (DGACM), New York. The Senior Meetings Services Assistant reports to the Chief of the Disarmament and Peace Affairs Branch and other senior staff in the Branch.


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

•Reviews resolutions and decisions of assigned committees and meetings/conferences.
•Drafts procedural notes for the chairpersons of assigned committees and meetings/conferences.
•Prepares invitations and other correspondence to member states, specialized agencies and intergovernmental organizations to attend sessions of committees and meetings/conferences.
•Ensures that all preliminary logistic arrangements are made in advance for the efficient conduct of committees and meetings/conferences.
•Drafts announcements for publication in the United Nations Journal.
•Services meetings/conferences of the General Assembly to ensure the proper conduct of meetings in accordance with the rules of procedure, customary protocol and established practice. 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, are available in order for committees and meetings/conferences to convene according to the schedule.
•Reports on the proceedings of committees and meetings/conferences and submits reports, if required, to the supervisor.
•Drafts correspondence and notes for signature;
•Maintains and updates filing and reference system regarding procedures and reference materials for the meetings serviced by the Branch;
•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.
•Participates in preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of committees and meetings/conferences.
•Provides input to floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
•Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences.
•Maintains databases of meetings, including e-Speakers, based on requests and actual conduct of meetings, and publishes the list indicating, venue, date and other relevant information.
•Assists in preparing tentative schedule of meetings for current and future years.
•Prepares statistics on meetings held at headquarters and offices away from headquarters. •.
•Maintains an accurate record of speakers and/or an attendance record and coordinate with delegations on their position on the list of speakers.
•Makes arrangements for and coordinates video and teleconference activities at headquarters.
•Responds to queries from delegations and Secretariat.
•Participates in the recruitment of temporary assistants and schedules and supervises their work.
•Trains and provides supervision to new and lower-level staff in the unit.
•Performs other duties as required.


•Professionalism: Knowledge of the Organization’s conference policies, procedures and practices, in particular as they apply to the meetings of the General Assembly and United Nations conferences. 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& 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.

•Managing Performance: 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 creativity and initiative; Actively supports the development and career aspirations of staff; Appraises performance fairly.


High school diploma or equivalent.

Work Experience

A minimum of 10 years of experience in conference support to intergovernmental bodies and in dealing with policies, procedures and practices of intergovernmental bodies is required. Experience in using electronic programmes, databases and documentation management software such as gDoc used in the United Nations or in similar international organizations is required. Experience working in an international organization, including in the field of administration is desirable. Experience in liaising with permanent missions is desirable.


English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of an additional official United Nations language is desirable.


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.

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


Sorry, this job opening is no longer available.
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