Job Vacancies International Civil Service Commission (ICSC)
Position Senior Meetings Services Assistant, G7
Department/ Office INTERNATIONAL CIVIL SERVICE COMMISSION
Duty Station NEW YORK
Closing Date: Saturday, 04 June 2011
Job Opening number 11-CON-icsc-19415-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The post is located in the Office of Executive Secretary of the International Civil Service Commission (ICSC)
The incumbent carries out duties directly supporting the Executive Secretary in the performance of his/her work, serves as the primary meetings services assistant in the ICSC secretariat, and ensures the smooth functioning of the secretariat and its subsidiary machinery by coordinating the provision of technical services and facilitating the provision of specific requirements of each meeting, and by acting as a liaison between the Committee Secretaries and the entities responsible for conference services within hosting organizations, as well as between delegations and/or senior officials of the United Nations and specialized agencies.
A. Meetings services and documents related:
Prepares draft work programme of regular, semi-annual Commission sessions and Working Groups meetings by reviewing past agenda items and incorporating requests formulated by the Commission for clearance by the Executive Secretary.
Prepares preliminary list of documents and annotation of agenda items for ICSC meetings.
Coordinates and supervises the work of the divisional assistants on document preparation. Provides guidance to divisional support staff and monitors adherence to the work plan of the ICSC secretariat
Ascertains the scope of meetings and the technical requirements (signs, interpretation, recordings, membership, observers, volume of documentation, etc.) and makes appropriate arrangements. Assigns divisional focal points to follow-up on arrangements, if necessary. Prepares floor plan for seating and liaises with UN Protocol section as appropriate.
Identifies timeline for document submission by respective divisions and negotiates on the submission deadlines of documents with the Meetings and Management Sections/Conference Services Sections of the United Nations common system agencies.
Prepares requisite forms and submits documents for editing and translation and follows-up, as necessary, to ensure that timelines are met.
Assigns document symbols for in-session documents.
Circulates advance version of documents to meeting participants, prior to the Commission sessions and Working Group meetings, and ensures that all edited, final documents as well as other support materials are available in the Conference Room during the sessions and meetings.
Consolidates adopted versions of documents considered by the Commission, notes changes, ensures that divisional submissions conform to UN editorial and document standards (language, format and length) and circulates the consolidated documents to respective divisions for finalization, submit the draft ICSC sessional reports and/or annual reports for Executive Secretary’s review.
Prepares draft notes and journal announcements of meetings for the Chairman and Vice-Chairman of ICSC and the Executive Secretary of the secretariat.
Keeps informed of the work schedules of other bodies, such as ACABQ and the GA Fifth Committee, and alerts Executive Secretary of items that may be of relevance to the ICSC.
Proposes solutions to problems and leads projects for enhancing efficiency and level of service provided.
Participates in the recruitment of temporary assistants and supervises their work once on board.
B. Research and technical support:
Prepares draft responses to enquiries from Member States, UN common system organizations and staff associations (seeking relevant input from divisions as necessary) for review by the Executive Secretary.
Undertakes research and provides reference materials for preparation of briefing notes and talking points and the ICSC Chairman’s statements to bodies such as ACABQ and the Fifth Committee.
Screens technical documents, regularly received from UN common system organizations or other professional institutions, identify those which require further review by the Executive Secretary or other senior staff and distribute to respective members of the secretariat.
Knowledge of general office and administrative support including administrative policies, processes and procedures:
-Shows pride in work and in achievements
-Demonstrates professional competence and masterly 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
-Remain calm in stressful situations
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
-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
High school diploma or equivalent.
A minimum of ten years of experience in administrative and meetings-services related area.
Fluency in one of the working languages of the UN Secretariat, English or French, (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.
This position is for local recruitment.
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, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
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