Meetings Services Assistant,
New York
(G-6)
Department of Political Affairs
Closing date: Wednesday, 22 February 2017
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| Posting Title: | Meetings Services Assistant (Temporary Job Opening), G6 (Temporary Job Opening) |
| Job Code Title: | MEETINGS SERVICES ASSISTANT |
| Department/Office: | DEPARTMENT OF POLITICAL AFFAIRS |
| Duty Station: | NEW YORK |
| Posting Period: | 15 February 2017 - 22 February 2017 |
| Job Opening Number: | 17-Conference Services-DPA-74687-J-New York (X) |
Responsibilities
Within delegated authority, the Meetings Services Assistant will be responsible for the following duties:
•Organizes and coordinates with relevant offices and delegations regarding procedural and organizational arrangements for meetings of the Security Council and its subsidiary bodies.
•Assists in drafting procedural briefs for the President of the Security Council and chairpersons of Security Council subsidiary bodies.
•Ensures that all required services, including the availability and distribution of documents, and personnel are available in order for meetings of the Security Council and its subsidiary bodies to convene according to the schedule.
•Utilizes g-Doc, ODS and iSCAD to track the status of and download documents.
•Organizes and maintains reference material and background documents, including resolutions and other decisions of the Security Council and its subsidiary bodies.
•Assists in the preparation of agenda items and daily material concerning the proceedings of meetings of the Security Council and its subsidiary bodies.
•Prepares the agenda, journal summaries and communiqués of meetings of the Security Council and its subsidiary bodies.
•Prepares list of participants.
•Maintains a database of meetings (iSCAD) and publishes in the Journal the venue, date and other relevant information for meetings of the Security Council and its subsidiary bodies, on a daily basis.
•Prepares monthly statistics on meetings of the Security Council and its subsidiary bodies.
•Allocates conference facilities and meeting rooms.
•Maintains an accurate record of speakers and/or 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 for the President of the Security Council and Chairpersons of Security Council subsidiary bodies.
•Ensures reports for meetings of the Security Council and 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, when required.
•Drafts correspondence and notes for signature.
•Maintains and updates filing and reference system regarding procedures and reference materials for meetings of the Security Council and its subsidiary organs.
•Responds to queries from delegations and Secretariat.
•Replaces, as needed, senior staff in related functions.
•Participates in the recruitment of temporary assistants and schedules and supervises their work.
•Provides guidance/training, as needed, to junior staff.
•Performs other duties as required.
Competencies•Organizes and coordinates with relevant offices and delegations regarding procedural and organizational arrangements for meetings of the Security Council and its subsidiary bodies.
•Assists in drafting procedural briefs for the President of the Security Council and chairpersons of Security Council subsidiary bodies.
•Ensures that all required services, including the availability and distribution of documents, and personnel are available in order for meetings of the Security Council and its subsidiary bodies to convene according to the schedule.
•Utilizes g-Doc, ODS and iSCAD to track the status of and download documents.
•Organizes and maintains reference material and background documents, including resolutions and other decisions of the Security Council and its subsidiary bodies.
•Assists in the preparation of agenda items and daily material concerning the proceedings of meetings of the Security Council and its subsidiary bodies.
•Prepares the agenda, journal summaries and communiqués of meetings of the Security Council and its subsidiary bodies.
•Prepares list of participants.
•Maintains a database of meetings (iSCAD) and publishes in the Journal the venue, date and other relevant information for meetings of the Security Council and its subsidiary bodies, on a daily basis.
•Prepares monthly statistics on meetings of the Security Council and its subsidiary bodies.
•Allocates conference facilities and meeting rooms.
•Maintains an accurate record of speakers and/or 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 for the President of the Security Council and Chairpersons of Security Council subsidiary bodies.
•Ensures reports for meetings of the Security Council and 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, when required.
•Drafts correspondence and notes for signature.
•Maintains and updates filing and reference system regarding procedures and reference materials for meetings of the Security Council and its subsidiary organs.
•Responds to queries from delegations and Secretariat.
•Replaces, as needed, senior staff in related functions.
•Participates in the recruitment of temporary assistants and schedules and supervises their work.
•Provides guidance/training, as needed, to junior staff.
•Performs other duties as required.
Professionalism: Knowledge of the policies, procedures and practices of the Security Council. Ability to research, select, organize and summarize information required for the preparation of relevant documentation for the Security Council. 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. Is committed 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 & 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.
EducationTeamwork: 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 & 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.
Work Experience
A minimum of seven years of experience in conference support or related area is required. Experience providing support services to the Security Council is desirable. Experience organising official meetings as well as working with all levels of management is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this post fluency in English is required. Knowledge of another official United Nations language is desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.