Senior Meetings Services Assistant

Org. Setting and ReportingThis position is located in the Meetings Management Section (MMS), Central Planning and Coordination Division, Department for General Assembly and Conference Management (DGACM), New York. The incumbent will report to the Chief of Section and the Project Manager of gMeets and One-Stop Shop initiative.ResponsibilitiesWithin limits of delegated authority, the Senior Meetings Services Assistants will be responsible for the following duties: •Assists the Project Manager in the maintenance and enhancement of the gMeets and One-Stop Shop system for meetings and events. •Coordinates the business requirements received from all stakeholders for actions by developers for the full deployment of the gMeets and One-Stop Shop system, including at other duty stations, and coordinate second level support activities. •Develops and revises SOPs, guidelines and training manuals for different user groups of the gMeets and One-Stop Shop system. •Provides continuous training on the gMeets and One-Stop Shop system for both service providers and clients. •Assists the gMeets database administrator in maintaining data quality and assists in the data transfer between gMeets and One-Stop Shop; serves as a focal point for onsite training and troubleshooting for users. •Assists the Project Manager in documenting the identified scope and key elements to be included in the Umoja CEM integration and establishing implementation plan in collaboration with the Umoja technical team. •Assists in the analysis, review and development of new reporting business requirements related to gMeets, One-Stop Shop and Umoja CEM. •Prepares the electronic United Nations Calendar of Conferences and Meetings, generates relevant information from existing databases, sorts data, researches and adjusts entitlements; prepares and updates the calendar on a monthly basis and ensures its circulation to UN offices, permanent missions, agencies and other entities, and updates Departmental calendar website. •Assists in reviewing draft resolutions and decisions for conference servicing implications. •Prepares draft programme of work of assigned committees and meetingsconferences for clearance. •Verifies for consistency data in gMeets as announced in the UN Journal and displayed on the scrolling list and door displays. •Ensures that all required services for meetings added to the daily schedule are available. •Ensures that all preliminary logistic arrangements are made in advance for the efficient conduct of committees and meetingsconferences. •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, and personnel are available for committees and meetingsconferences to convene according to the schedule. •Prepares, finalizes and distributes electronically the daily gMeets programme for the following day at the Headquarters. •As lead Meetings Services Assistant, supervises the staff assigned to the meeting room in retrieving documents electronically and in distributing texts of speeches, parliamentary documentation, ballot and results of voting. •Works with senior officers and coordinate with host countries on scope and requirements and provides logistical support for committees and meetingsconferences to be held away from Headquarters. •Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of committees and meetingsconferences. •Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol. •Maintains databases of meetings and publishes the report indicating the interpretation requirements, venue, date and other relevant information, on a regular basis. •Assists the gMeets database administrator in maintaining data quality in different systems; serves as a focal point for training and troubleshooting for system users. •Prepares statistical reports on utilization of conference-servicing resources of UN bodies. •Determines the material and human resources requirements of meetings and prepares the cost estimates for consideration by the requesting office. •Allocate conference facilities and meeting rooms. •Makes arrangements for and coordinates video and teleconference activities at headquarters. •Responds to queries from delegations and Secretariat entities. •Serves as Weekend Duty Officer for the Section, and acts as OIC in the absence of the Project Manager. •Perform other duties as petencies•PROFESSIONALISM: Knowledge of conference management policies, processes and procedures, in particular those related to programmeproject implementation and technical cooperation; Ability to identify, independently assess, formulate recommendations andor resolve a wide range of issuesproblems, undertake research and gather information from standard sources and to work well with figures including ability to analyze and understand financial data. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization. Shows pride in work and in achievements; 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. •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.EducationHigh school diploma or equivalent.Job - Specific QualificationNot available.Work ExperienceA minimum of ten years of progressive experience in the field of conference-servicing with at least three years within the United Nations system or a similar international organization is required. Experience working with electronic conference management systems,such as gMeets or similar systems, is required. Experience in project management is required Experience in end-user technical support and troubleshooting is desirable. Knowledge of database query languages, such as SQL, is desirable.LanguagesEnglish 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.AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special NoticeThe position is funded through extra-budgetary resources and is subject to the availability of the post or funds, budgetary approval or extension of the mandate. The United Nations Secretariat is committed to achieving 5050 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. 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. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening. Selected candidatesstaff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty. Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal therefore subject to the availability of the post or funds, budgetary approval or extension of the mandate. Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. Applicants, who successfully go through a competitive recruitment process and are recommended for selection andor inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.United Nations ConsiderationsAccording 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in STAI20233 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on "Manuals" in the "Help" tile 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 FeeTHE 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.

Created: 2025-01-31