Org. Setting and Reporting

This post is within the Division for Palestinian Rights of the Department of Political and Peacebuilding Affairs at Headquarters in New York. The incumbent reports to the Secretary of the Committee on the Exercise of the Inalienable Rights of the Palestinian People.

Responsibilities

The Meetings Services Assistant will be responsible for the following duties:
– Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions (virtual or in person) of and meetings/conferences.
– Assists in drafting procedural notes for the Chairperson of the Bureau and Committee and meetings/conferences.
– Ensures that all required services, including the availability and distribution of documents, and personnel are available for the Chair, Bureau, Committee and meetings/conferences to convene according to the schedule
– Determines specific documentation to be required under each agenda item, research ODS and UNISPAL and prepares documentation for meetings.
– Utilizes E-Dritis and ODS to track the status of and download documents.
– Organizes and maintains reference material and background documents, including resolutions and decisions of main organs, in documents booth.
– Reports on the proceedings of Bureau, Committee and meetings/conferences and submit reports, if required, to the Secretary.
– Produces daily and weekly programme of Bureau, Committee and meetings/conferences/conferences prepared by senior staff for distribution.
– Assists in the preparation of the preliminary list and annotation of agenda items and daily material concerning the proceeding of Bureau, Committee and meetings/conferences.
– Prepares 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.
– Prepares monthly statistics on meetings held at headquarters and offices away from headquarters.
– Determines the material and human resources requirements of meetings and prepares the cost estimates for consideration by the requesting office.
– Allocates conference facilities and meeting rooms.
– Maintains an accurate record of speakers and/or an attendance record and coordinate 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 chairperson of Bureau, and meetings/conferences.
– Ensures reports of Bureau, and meetings/conferences meet the UN document standards and coordinate with the documents control office for reproduction of reports.
– Takes responsibility for the records management, retrieval and electronic archiving system on Committee meetings, devises and maintains electronic and paper filing systems.
– Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
– Attends coordinating/planning meetings, representing the Unit/Section regarding organizational arrangements for special committees and meetings/conferences and updates files accordingly.
– Prepares for Bureau, Committee and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinates with substantive offices and, and prepares cost estimates.
– Drafts correspondence and notes for signature.
– Maintains and updates filing and reference system regarding procedures and reference materials for the Bureau, Committee and meetings/conferences.
– 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 and other administrative staff.
– Performs other duties as required.

Competencies

PROFESSIONALISM: Knowledge of the Organization’s conference policies, procedures and practices. Ability to research, select, draft, 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.

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.

TECHNOLOGICAL AWARENESS: Keeps abreast of available technology. Understands applicability and limitation of technology to the work of the office. Actively seeks to apply technology to appropriate task. Shows willingness to learn new technology

Education

High school diploma or equivalent is required.

Work Experience

A minimum of seven years of experience in conference support or related field is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher.

Experience in the use of ICT or management information system including Microsoft Teams, Microsoft Planner, Microsoft Forms and Power BI is required.

Experience in servicing intergovernmental bodies and/or diplomatic community is required.

Experience in working at the United Nations or similar international organization is required

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in both 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.

Special Notice

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.

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.

The United Nations Secretariat is committed to achieving 50/50 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. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

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.

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 ST/AI/2023/3 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 Fee

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.