Job Vacancies Department of Economic and Social Affairs
Job Title Meetings Services Assistant, G5
Department/ Office DEPARTMENT OF ECONOMIC AND SOCIAL AFFAIRS
Duty Station NEW YORK
Posting Period 28 January 2011-27 February 2011
Job Opening number 11-CON-DEPT OF ECON & SOCIAL AFFAIRS-16750-R-NEW YORK (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This position is located in the Policy Coordination Branch, Office for Economic and Social Council Support and Coordination, Department of Economic and Social Affairs.
Under the direct supervision of the Chief of the Policy Coordination Branch, the incumbent:
Provides administrative support to the Policy Coordination Branch, with respect to the preparation and implementation of its Work Programme.
Assists in the preparation, organizing and coordination of meetings organized in conjunction with the Annual Ministerial Review and Thematic Discussion of the Economic and Social Council, including ensuring that all meeting requirements in terms of services and facilities are met.
Drafts invitation letters to Member States, specialized agencies, private sector representatives and non-governmental organizations.
Maintains and updates Lists of Participants and reference databases of invitees.
Handles travel arrangement for panelists, consultants and staff members in meetings, including preparation of cost estimates. Acts as Finance Officer for the duration of the meetings
For meetings away from Headquarters, responsible for the timely shipment and arrival of documents/publications from Headquarters to the meeting’s location and back to Headquarters.
Assists in the organizing of Second Committee side events and receptions by handling all necessary logistical arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.)
Makes arrangements for, and coordinates, video and teleconference activities.
Undertakes research and provides reference materials for preparation of briefs, notes and statements.
Drafts routine correspondence and ensures that documents are prepared in accordance with editorial guidelines; submits draft reports for processing and liaises with Documents Control on matters relating to documents submission and issuance.
Prepares/processes special service agreement; create obligation and pre-encumbrance in IMIS for recruitment of consultants.
Initiates, processes, monitors and follow-up on actions related to the administration of the branch’s human resource activities, e.g., recruitment, placement, performance appraisal, training, etc., ensuring consistency in the application of UN regulations and procedures.
Maintains calendar/schedule of meetings and other activities of the Chief of the Branch.
Within limits of delegated authority, responds to electronic and phone queries from Member States, Secretariat, private sector and civil society representatives.
Knowledge of the Economic and Social Council’s conference policies, procedures and practices, particularly the Annual Ministerial Review and the Thematic Discussion, and their preparatory meetings. Knowledge of the UN Common system, administrative policies and procedures. 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; 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.
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 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.
High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) in English at New York Headquarters.
Several years of experience in meeting servicing and general administrative functions required. Experience in applying Economic and Social Council’s conference policies, procedures and practices required. Experience in servicing United Nations or other intergovernmental processes is desirable.
Knowledge of IMIS, eMeets, eDOC and ODS is required. Proficient in various MS Office applications (Word, Excel, Powerpoint) and Lotus Notes.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
United Nations Considerations
The United Nations is committed to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. The United Nations Secretariat is a nonsmoking environment.
Competency-based and technical assessments
“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.”
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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