UN Meetings Services Assistant vacancy

Meetings Services Assistant vacancy

Job Title: Meetings Services Assistant, G6
Department :United Nations Environment Programme
Deadline: 28 February 2014
Job opening number:14-CON-UNEP-32778-R-NAIROBI (X)

Org. Setting and Reporting
The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The Ozone Secretariat is the Secretariat for the Vienna Convention for the Protection of the Ozone Layer and for the Montreal Protocol on Substances that Deplete the Ozone Layer. This post is located in the Ozone Secretariat of the United Nations Environment Programme/Executive Office (UNEP/EO) in the Nairobi duty station (http://ozone.unep.org)
Responsibilities
Under the overall supervision of the Executive Secretary Ozone Secretariat and direct joint supervision of the Senior Scientific Affairs Officer and the Senior Administrative Officer, the incumbent will perform the following tasks: Organizes and coordinates preparatory meetings with relevant offices and delegations; Assists in drafting procedural notes for the chairpersons of assigned committees and meetings/conferences; Ensures that all required services are available; Tracks the status of and download documents; Organizes and maintains reference material and background documents, including resolutions and decisions of main organs, in documents booth; Reports on the proceedings of committees and meetings/conferences; Produces programme of assigned committees and meetings/conferences for distribution; Supervises 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 material; Prepares list of participants; Maintains a database of meetings based on requests and publishes the list; Prepares statistics on meetings; Assists in determining the material and human resources requirements of meetings and assists in the preparation of the cost estimates; Collaborates with the relevant Conference Service staff in allocating facilities and meeting rooms; Maintains an accurate record of speakers and 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; Coordinates with the documents control office for reproduction of reports; Prepares floor plan of seating arrangements; Attends planning meetings, representing the Unit regarding organizational arrangements for special committees and meetings/conferences and updates files accordingly; Prepares for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinates with substantive offices; Drafts correspondence and notes; Maintains and updates filing and reference system; Responds to queries from delegations and Secretariat; Participates in the recruitment of temporary assistants, schedules and supervises their work; Provides guidance to junior staff; Performs other duties as required
Competencies
Professionalism: Ability to research, select, organize and summarize information required for the preparation of meetings. Ability to work fast and remain calm under extreme pressure highly desirable. Shows pride in work and in achievements; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations.
• Communication: : Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication; Demonstrates openness in sharing information and keeping people informed.
• 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: Good customer care and interpersonal skills are an advantage; 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
Completion of secondary education is required. Additional training in administration, logistics or other relevant field desirable
Work Experience
A minimum of 7 years of experience in conference support, travel arrangement or related fields is required. Experience in servicing intergovernmental meetings 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 official United Nations language is an advantage.
Special Notice
This position is open for recruitment for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred and visa or work permit issues in order to take-up the appointment. 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.
1. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an e-mail address has been provided.
2. If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link



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