Org. Setting and Reporting

The Economic Commission for Latin America and the Caribbean is one of the five regional Commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region’s economic and social development. Its mission includes the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at www.eclac.org for further information.

This position is located in the Conference Services Unit, Office of the Executive Secretary. The Senior Meeting Services Assistant reports to the Chief of Office of the Office of the Executive Secretary.

Responsibilities

Under the supervision of the Chief of Office of the Office of the Executive Secretary, the Senior meeting service assistant is responsible to coordinate and supervise the Conference Service Unit and management of facilities and related services for ECLAC’s official meetings including conferences, forums, roundtables, seminars, press conferences, and other special events and of other meetings that are either sponsored by ECLAC or those in which ECLAC lends its conference rooms in Santiago, Chile and in other countries of the region.

1. supervises organizes and coordinates all basic services for conference services in general:
a) prepares and maintains updated calendars of events for ECLAC intranet and external website.
b) contains updated database of all meetings with relevant details such as date, venue, requirements, participants, confirmations etc.
c) prepares monthly statistics of all ECLAC related events in Santiago and elsewhere and provides input to institutional reports were required
d) Prepares invitations to all ECLAC-related events and supervises their distribution
e) contacts hotels in Santiago and in the region to negotiate preferential rates for ECLAC staff members and other participants in ECLAC events
f) makes hotel reservations for participants consultants and special guests in Santiago and for ECLAC secretariat when traveling abroad
g) provides logistical information for participants at events in Santiago and for staff when traveling abroad
h) coordinates transportation for events as necessary
i) maintains and continually updates a list of qualified certified interpreters working in the region. Contacts, selects and contracts interpreters as necessary for events in Santiago and in the region.
j) supervises technology of conference services (audio, visual, digital, etc.) and suggests upgrades as warranted
k) requests temporary assistant when necessary and schedules and supervises the work
l) trains and provides supervision to new and junior staff in the unit
m) provides information and or training when applicable to secretaries and support staff regarding request and use of conference rooms, protocol, etc.
n) 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.
o) Assists with visualizations and updating information material such as web pages or brochures.
p) performs other duties as required.

2. Supervises, organizes and coordinates specific services for ECLAC events in Santiago:
a) maintains an efficient and effective system of scheduling and distributing ECLAC conference rooms according to the importance of the event, number of participants and specific requirements.
b) coordinates video conferences and teleconferences in Santiago
c) determines the material and human resources requirements of meetings and prepares cost estimates for consideration by the requesting office
d) provides material and support for participant registration
e) coordinates with ECLAC security and with government authorities on protocol and security issues related to general visits and high-ranking visitors
f) makes seating arrangements for the conference rooms,
g) organizes and supervises luncheons, cocktails and coffee breaks for meetings and for official visitors to the secretariat, including selection of caterers and/or menus. Making seating arrangements for official meals when necessary.
h) is present in conference rooms during events to anticipate and resolve problems that might arise and assure that all services are functioning.
i) drafts letters and general correspondence for the signature of the secretary of the Commission
j) coordinates with General Services cleaning and maintenance of all conference rooms
k) maintains inventory of conference services unit supplies and equipment such as projectors computers, sound and interpretation equipment, cameras, batteries, CD’s, DVD’s, flags, kitchen equipment, water glasses and jugs, nameplates, identification cards, invitation cards, etc., and requests repairs, upgrades or replacements when necessary.

3. Supervises, organizes and coordinates services for all ECLAC related meetings and events in the region:
a) prepares annexes for agreements between ECLAC and host countries for meetings, requesting conference rooms and related workspace, offices furniture, equipment (computers, printers, telephones, sound and interpretation equipment, photocopiers, etc.), office materials and medical and other services.
b) assists the Secretary of the Commission in visiting host country, when required in order to evaluate the locally available facilities and coordinate meeting organization with national authorities and local service providers to ensure that UN protocol and procedure is followed and that infrastructure will be adequate for conference room and related services setup (document distribution and printing capability, editorial services, etc.). Coordinates distribution and training of local staff to be provided by host country, visa requirements, entrance facilities and hotel reservations for participants, local transportation, security measures, social events, etc.
c) selects, arranges for delivery or hand-carries to conference site all conference room-related materials, including flags, name plates, block and gavel, stationary, door signs, etc.
d) prepares floor plan of seating arrangements in accordance with meeting requirements UN protocol.
e) during the meeting serves as Conference Officer to assure proper functioning of all conference services in close coordination with other ECLAC participants, country focal points and local service providers
f) supervises staff assigned to the meeting room to assure proper functioning of audio and visual services, official document distribution, speakers identification cards, etc.

Other related duties
• 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.
• Assists with visualizations and updating information material such as web pages or brochures.

Competencies

Professionalism: The ability to perform analysis, modeling and interpretation of data in support of decision-making. Knowledge of the Organization’s conference policies, procedures and practices. Ability to research, select, organize and summarize information required for the preparation of meetings. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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 and 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.

Education

High school diploma or equivalent is required.

Work Experience

At least ten (10) years of progressively responsible experience in the organization or coordination of conference or related services (meetings, travel, documents, governments, etc.) is required. The minimum years of relevant experience is reduced to 8 for candidates who possess a first-level university degree or higher.

Experience with managing documents and meetings management databases and with tracking systems is required.

Experience in the provision of meetings services to international organizations and/or its subsidiary bodies or an inter-governmental organization is desirable.

One year (1) or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat; and Spanish is a working language of ECLAC. For the position advertised, fluency in English and Spanish 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

Appointment or assignment against this position is for an initial period of one year.

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.

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.

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.