Org. Setting and Reporting
This position is located in the Secretariat of the Advisory Committee on Administrative and Budgetary Questions (ACABQ). The Meetings Services Assistant reports to the Executive Secretary of ACABQ. For more information on ACABQ visit: https://www.un.org/ga/acabq/
Within delegated authority, the Meetings Services Assistant will be responsible for the following duties: • Organizes and coordinates meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of the Committee. • Assists in drafting procedural notes for the chairperson, vice-chairpersons and the Executive Secretariat of the Committee. • Ensures that all required services, including venue, interpretation, videoconferencing, if necessary, documents, and personnel are available in order for meetings to convene according to the schedule.• Utilizes ODS to track the status of and download documents.• Organizes and maintains reference material and background documents, including Advisory Committee’s reports and resolutions and decisions of main organs.• Reports on the proceedings of committees and meetings/conferences and submit reports, if required, to the supervisor. • Produces daily and weekly programme of the Committee for distribution. • Assists in the preparation of the preliminary schedule and annotation of agenda items and daily material concerning the proceeding and meetings of the Committee • Liaise with the Secretariat, Agencies, Funds and Programmes in preparation for the Committee’s meeting, including in context of preparation of the 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 monthly basis. • Undertakes research and provides documentation and reference materials of intergovernmental bodies (Economic and Social Council, General Assembly and its subsidiary bodies, Security Council, specialised agencies, funds and programmes) for the members of the Advisory Committee and its secretariat on relevant issues to be considered.• Ensures reports of committee and meetings/conferences meet the UN document standards and coordinate with the documents control office for reproduction of reports. • Prepares floor plan of seating arrangements in accordance with meeting requirements. • Prepares for Committee meetings/conferences to be held away from Headquarters and coordinates with substantive offices. Provide support to Committee Members, particularly in the area of travel arrangement and entitlement processing through Umoja.• Drafts correspondence and notes for signature. • Maintains and updates filing and reference system regarding procedures and reference materials for committee and meetings/conferences. • Replaces, as needed, senior staff in related functions.
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 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.
High school diploma or equivalent is required.
A minimum of seven (7) years of experience in conference support and meetings servicing, or related area is required. Out of the seven years, at least three (3) years of experience in servicing intergovernmental meetings is required. Experience using documents and meetings management system and tool such as gmeets and gDocs is required. Experience working within the United Nations or a similar international organization is desirable. Experience in organizing/arranging travel of officials is desirable. Experience in using Enterprise Resource Planning (ERP) systems pertaining to travel, such as SAP, Umoja or similar application is desirable.
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.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources, and who have continuously held such appointments, are not required to take the new test.At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.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.The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General. 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.
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.