Org. Setting and Reporting

The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership with policy-oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region.

This position is located in the Office of the Executive Secretary. The incumbent reports to the Secretary of the Commission.

Responsibilities

Under the direct supervision of the Secretary of the Commission, the incumbent is required to perform the following functions:
• Reviews resolutions and decisions of the Commission and other assigned committees and meetings/conferences.
• Prepares draft programme of work of the Commission for clearance.
• Drafts procedural notes for the chairpersons of the Commission and other assigned committees and conferences.
• Prepares preliminary list and annotation of agenda items.
• Prepares invitations to member states, specialized agencies and intergovernmental organizations to attend sessions of the Commission.
• Ensures that all preliminary logistic arrangements are made in advance for the efficient conduct of the Commission and other meetings/conferences.
• Proposes solutions to problems and leads projects for enhancing efficiency and level of services provided in the conference room.
• Ensures that all required services, including the availability and distribution of documents, and personnel are available in order for the Commission and other meetings/conferences to convene according to the schedule.
• As lead Meetings Services Assistant, supervises/coordinates the staff assigned to the meeting room in retrieving documents electronically and in distributing texts of speeches, parliamentary documentation, ballot and results of voting.
• Acts as primary contact point and coordinates on behalf of the Secretary of the Commission with all relevant departments, including Conference Management Unit, Conferences and Documentation Services Section and all substantive divisions, regarding all pre-session, in-session and post-session preparations, including documentation.
• Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of the Commission and other meetings/conferences.
• Supports the Secretary of the Commission in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
• Coordinates with Conference Management Unit the floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
• Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of the Commission and other meetings/conferences.
• Prepares tentative schedule of meetings for current and future years.
• Maintains an accurate record of speakers and/or an attendance record and coordinate with delegations on their position on the list of speakers.
• Maintains database of list and addresses of invitees including member states, specialized agencies and intergovernmental organizations.
• Makes arrangements for and coordinates video and teleconference activities for the Commission and other assigned meetings.
• Responds to queries from delegations and the secretariat.
• Trains and provides supervision to new and lower-level staff in the office.
• Prepares, processes and classifies confidential information.
• Manages, updates and further develops internal databases and updates websites.
• 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.

• 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.

Education

High school diploma or equivalent is required. A first-level university degree may be accepted in lieu of two years of required experience.

Work Experience

A minimum of ten years (or eight years if graduated with a first-level university degree) of progressively responsible experience in conference support, conference servicing, operations, administration or related area is required.

Experience in the United Nations Secretariat or the United Nations Common System is desirable.

Experience involving coordination with various cross-functional teams to organize the meeting with the senior officials is desirable.

At least one year of experience in conference servicing in hybrid mode in the United Nations system is desirable.

Experience in preparing procedural notes for chairpersons, briefing notes, presentation materials related to intergovernmental meetings is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.

Special Notice

This position 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.

Applicants may apply and be considered for locally recruited positions no matter where they are currently located (including the current serving staff members at other duty stations), provided they are locally available upon appointment. They must be authorized to work in the country regardless of where they live at the time of applying for the job opening.

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.

Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.