Job Vacancies Department for General Assembly Affairs and Conference Management (DGACM) , April 2011

Job Vacancies Department for General Assembly Affairs and Conference Management (DGACM)
Position: Meetings Services Assistant, G6
Department/ Office DEPARTMENT FOR GENERAL ASSEMBLY AND CONFERENCE MANAGEMENT
Duty Station NEW YORK
Closing Date: Saturday, 07 May 2011
Job Opening number 11-CON-DEPT FOR GA & CONFERENCE MGMT-19252-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting
The post is located in the ECOSOC Affairs Branch in the General Assembly and ECOSOC Affairs Division, Department for General Assembly and Conference Management. The incumbent will report to Chief of the ECOSOC Affairs Branch.

Responsibilities
The incumbent is responsible for organizing and coordinating preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned committees and meetings/conferences; Assisting in drafting procedural notes for the chairpersons of assigned committees and meetings/conferences. Ensuring that all required services, including the availability and distribution of documents, and personnel are available in order for committees and meetings/conferences to convene according to the schedule. Utilizing E-Docs and ODS to submit and track the status of and downloading documents. Reporting on the proceedings of committees and meetings/conferences and submitting reports, if required, to the supervisor; Producing daily and weekly programme of assigned committees and meetings/conferences prepared by senior staff for distribution; Supervising the voting and election process and preparing tabulation of voting patterns; Assisting in the preparation of the preliminary list and annotation of agenda items and daily material concerning the proceeding of committees and meetings/conferences; Preparing list of participants; Utilizing E-meets to allocate and track status of conference facilities and meeting rooms; Maintaining an accurate record of speakers and/or an attendance record and coordinating with delegations on their position on the list of speakers; Undertaking research and providing reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences; Ensuring reports of committees and meetings/conferences meet the UN documentation standards and coordinating with the documents control office for processing of reports; Attending coordinating/planning meetings, representing the Unit/Section regarding organizational arrangements for special committees and meetings/conferences and updating files accordingly; Preparing for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinating with substantive offices, and preparing cost estimates; Drafting correspondence and notes for signature; Maintaining and updating filing and reference system regarding procedures and reference materials for committees and meetings/conferences; Responding to queries from delegations and Secretariat; Performing other duties as required.

Competencies
Professionalism
- Knowledge of the Organization’s conference policies, procedures and practices and of the work of intergovernmental bodies. Demonstrated use of Initiative and ability to make appropriate linkages in work requirements and anticipate next steps. 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

Education
High school diploma or equivalent.

Work Experience
A minimum of seven years of experience in meetings services or related area.

Languages
English and French are the working languages of the United Nations. For this post, fluency in English (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage

United Nations Considerations
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.

Assessment Method
A competency based interview will be conducted for the short-listed applicants.

Special Notice
This position is for local recruitment. External applicants will be considered only if no suitable internal candidates are found.
Passing the New York Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the United Nations Headquarters at New York. To make arrangements to take this test, you may bring in person a copy of your completed Personal History Profile to the General Services and Related Categories Staffing Unit (GSRCSU), United Nations Secretariat, located at One United Nations Plaza (at corner of 1st Avenue and 44th Street), Room DC1-200. GSRCSU receives applicants every Wednesday (except public holidays) between 10.00 am and 12.00 Noon.
Persons wishing to take the ASAT are pre-screened and, if successful, scheduled to sit the ASAT at a later 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




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