Meetings Services Assistant,
New York
(G-4)
Department for General Assembly and Conference Management
Closing date: Tuesday, 6 June 2017
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| Posting Title: | MEETINGS SERVICES ASSISTANT (Temporary Job Opening), G4 (Temporary Job Opening) |
| Job Code Title: | MEETINGS SERVICES ASSISTANT |
| Department/Office: | Department for General Assembly and Conference Management |
| Duty Station: | NEW YORK |
| Posting Period: | 26 May 2017 - 06 June 2017 |
| Job Opening Number: | 17-Conference Services-DGACM-80014-J-New York (T) |
Special Notice
United Nations Considerations
This Temporary Job Opening (TJO) is available until 31 December 2017.
This TJO 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. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia, or the Editorial and Desktop Publishing exam (EDP) in Chinese at Headquarters, may be accepted in lieu of the GGST.
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.
Org. Setting and ReportingThis TJO 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. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia, or the Editorial and Desktop Publishing exam (EDP) in Chinese at Headquarters, may be accepted in lieu of the GGST.
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.
This position is located in the Meetings Servicing Unit in the Meetings Support Section, which forms part of the Meetings and Publishing Division of the Department of General Assembly and Conference Management (DGACM). The Meetings Services Assistant reports to a Senior Meetings Servicing Assistant, under the generic supervision of the Deputy Chief, Meetings Servicing Unit.
Responsibilities
Within delegated authority, the Meetings Services Assistant will be responsible for the following duties:
•Prepares sets of official documentation and reference material (in the six official languages) in documents booths, for distribution in the conference room;
•Distributes texts of speeches and conference room papers to interpreters, other language staff and delegations during meetings;
•Updates room charts and files for each scheduled meeting;
•Prepares conference material for meetings to be held away from Headquarters;
•Sets-up meeting rooms for the General Assembly and its main committees, regional and other intergovernmental groups;
•Replaces, as needed, senior staff in the servicing of meetings and in making daily meeting room reservations;
•Briefs new and temporary staff as appropriate;
•Assists relevant officials and delegates in the meeting room on meeting-related matters;
•Performs other related duties as required.
Competencies•Prepares sets of official documentation and reference material (in the six official languages) in documents booths, for distribution in the conference room;
•Distributes texts of speeches and conference room papers to interpreters, other language staff and delegations during meetings;
•Updates room charts and files for each scheduled meeting;
•Prepares conference material for meetings to be held away from Headquarters;
•Sets-up meeting rooms for the General Assembly and its main committees, regional and other intergovernmental groups;
•Replaces, as needed, senior staff in the servicing of meetings and in making daily meeting room reservations;
•Briefs new and temporary staff as appropriate;
•Assists relevant officials and delegates in the meeting room on meeting-related matters;
•Performs other related duties as required.
PROFESSIONALISM: Knowledge of conference policies, procedures and practices, in particular as they apply to United Nations meetings and conferences or that of a similar international organization. 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.
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.
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.
High school diploma or equivalent.
Work Experience
A minimum of three years of experience in conference support and meetings servicing or related areas is required. Experience in conference support to intergovernmental bodies and in dealing with policies, procedures and practices of intergovernmental bodies 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.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.