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United Nations (UN) Meetings Services Assistant Vacancy Available in New York for January 2024. Apply Today!

United Nations (UN) Meetings Services Assistant Vacancy Available in New York for January 2024. Apply Today!

  • Position(s):
  • Organization:
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Vacancy Details

  • Job Opening ID: 248762
  • Job Network : Public Information and Conference Management
  • Job Family : Conference Services
  • Category and Level : General Service and Related Categories, G-5
  • Duty Station : NEW YORK
  • Department/Office : DPPA-SPM cluster II
  • Date Posted : Dec 10, 2024
  • Deadline : Jan 8, 2025

Org. Setting and Reporting

United Nations (UN) is hiring a Meeting Assistant Services for the New York Vacancy available for January 2025. This position is located in the Security Council Subsidiary Organs Branch (SCSOB) of the Security Council Affairs Division (SCAD), Department of Political and Peacebuilding Affairs, United Nations, New York. Under the overall supervision of the Chief of SCSOB and under the direct supervision of a Political Affairs Officer, the Meetings Services Assistant will report directly to a Political Affairs Officer and support the Analytical Support and Sanctions Monitoring Team pursuant to resolutions 1526 (2004) and 2253 (2015) concerning ISIL (Da’esh), Al-Qaida and the Taliban and associated individuals and entities (hereafter “the Monitoring Team”). SCSOB provides support to subsidiary bodies established by the Security Council, particularly sanctions committees and groups/panels of experts who assist them in overseeing sanctions regimes.

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Responsibilities

  • Within delegated authority, the Meetings Services Assistant will be responsible for the following duties:
  • Produces daily and weekly programme of the Security Council and/or its subsidiary bodies prepared by senior staff for distribution.
  • Prepares and organizes sets of official documentation in the document booth, in the six official languages, for distribution in the conference room.
  • Informs relevant offices/persons of changes in the daily programme of the Security Council and/or its subsidiary bodies.
  • Ensures the distribution of procedural notes for the chairpersons of the Security Council and/or its subsidiary bodies.
  • Assists in the preparation of the preliminary list and annotation of agenda items, the list of participants, and daily material concerning the proceeding of the Security Council and/or its subsidiary bodies.
  • Undertakes research and provides reference materials for preparation of briefs, notes and statements for the Security Council and/or its subsidiary bodies.
  • Maintains an accurate record of speakers and/or an attendance record and coordinate with the Secretariat, verbatim reporters and delegations on their position on the list of speakers.
  • Ensures that reports of the Security Council and/or its subsidiary bodies meet the 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 UN protocol.
  • Prepares monthly statistics on meetings held at headquarters and offices away from headquarters.
  • Drafts routine correspondence for signature.
  • Makes arrangements for and coordinate video and teleconference activities at headquarters.
  • Maintains filing and reference system of procedures and reference materials for the Security Council and/or its subsidiary bodies.
  • Responds to queries from delegations and the Secretariat.
  • Replaces, as needed, senior staff responsible for room reservations and the electronic distribution of the daily programme of meetings.
  • Provides guidance/training, as needed, to temporary assistants and junior staff.
  • Performs a variety of administrative duties, such as attendance/leave recording, processes related to experts’ salaries, office supply and equipment orders, travel requests, travel expense reports, vouchers, visa applications, etc.
  • Performs other duties as required.
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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.
  • 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.
  • 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 is required.
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Work Experience

  • A minimum of five years of experience in conference support or related area is required.
  • The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher.
  • Experience in organizing/arranging travel of officials is required.
  • Experience in the provision of support to the Security Council or its Subsidiary Organs is desirable.
  • Experience in operating and maintaining databases and document management systems 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.

Application Link

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