Org. Setting and Reporting

This post is located in the Meetings Coordination and Planning Unit, Meetings Management Section, Central Planning and Coordination Service (CPCS), Division of Conference Management (DCM), Department for General Assembly and Conference Management, Geneva. The incumbent reports to the Chief, Meetings Coordination and Planning Unit.

Responsibilities

Under the supervision of the Chief, Meetings Coordination and Planning Unit, the incumbent: • Prepares the provisional annual calendar of meetings serviced by UNOG for inclusion in the official UN calendar of conferences. • Verifies and analyses the legislative authority and the approved bodies’ entitlements. • Uses gMeets system to generate the relevant reports on the calendar of conferences. • Updates, as necessary, the annual calendar of conferences and analyses the specific needs and parameters for each meeting as well as requests from the clients. • Transmits the draft calendar to MMS at UNHQ and responds to queries and requests for information. • Monitors legislative authority and mandates for all calendar meetings and conferences including those established by the Human Rights Council. • Actively reviews the draft resolutions and decisions of the Human Rights Council and other client organs, and advises the Chief, Meetings Coordination and Planning Unit, on potential additional conference servicing and budget implications contained therein. • Updates the repository of legislative authority of the Human Rights Council and reflects the changes in the gMeets organ profile. • Examines requests for non-calendar and extra-budgetary meetings from UNOG clients. Consults with the services concerned to determine the feasibility of holding meetings as requested by the clients. • Prepares and updates as necessary the monthly workload of meetings and keeps all concerned services informed of any changes. • Prepares an annual forecast of all meetings to be serviced by DCM and disseminates it to the services involved for advance planning purposes. • Plans and coordinates as a matter of urgency all ad-hoc meetings not scheduled in the monthly programme of work and allocates conference facilities and meeting rooms. • Allocates office space managed by MMS to clients not based at the Palais des Nations. • Prepares and updates, as necessary, the schedule of assignments of meeting rooms and offices for conferences and meetings in gMeets system and related systems or interfaces. • Plans and allocates conference facilities, meeting rooms and office space; coordinates the provision of the required services; ensures that all preliminary logistical arrangements are made in advance. • Monitors that all required services and personnel are available according to the schedule. • Verifies and updates all information in the gMeets system. • Approves, as necessary, all information in gMeets and transmits it to the services directly concerned. • Responds to queries on conference servicing emanating from delegations, Permanent Missions, Secretariats and other clients. • Transmits to UNOG Services the information required to prepare the daily programme and provides instructions for the installation of the necessary equipment/furniture in conference rooms and offices, as required. • Facilitates coordination and liaison between clients and all UNOG services involved. • Provides the Executive Office, DCM, with the details of the use of rooms and offices by extra-budgetary clients for billing purposes. • Advises the Chief of the Unit on possible solutions to problems related to the enhancement of the efficiency and quality of services provided by the Section. • Supervises the Unit support staff, including distribution and review of work assignments and training of junior staff members. • Completes their ePerformance evaluations as First Reporting Officer. • Draft correspondence to clients. • Generates and provides statistical reports on conference services upon request. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Performs other duties as required.

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. 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. 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. MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

At least ten (10) years of experience in conference planning and servicing is required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. Out of these ten (10) years, at least five (5) years of experience within the United Nations Common System or similar international organizations is desirable. At least three (3) years of experience in planning and servicing international conferences within the United Nations Common System or similar international organizations is desirable. At least three (3) years of experience with gMeets system and UN calendar of conferences or equivalent in similar international organizations is desirable. At least one (1) year of experience in statistics, data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and French 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 competency-based interview.

Special Notice

Appointment against this post is for an initial period of one (1) year, starting 1 July 2025 and may be subject to extension. 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. 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. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.