Meetings Services Assistant

vor 2 Wochen

Genf, Genf, Schweiz United Nations Vollzeit

This position is located in the Meetings Servicing Unit, Meetings Management Section (MMS), Central Planning and Coordination Service (CPCS), Division of Conference Management (DCM), Department for General Assembly and Conference Management, Geneva.

The incumbent reports to the Chief of Unit.

Responsibilities:

Under the overall guidance of the Chief of Unit, the incumbent will be responsible for the following duties:

  • Takes note of the daily programme of meetings, verifies any changes and adapts accordingly;
  • Participates in the setting up of conference rooms, prepares and arranges nameplates according to individual room charts;
  • Opens conference rooms and verifies that the rooms have been cleaned, checks logistic details prior to meeting;
  • In case of virtual/hybrid meeting, contacts client Secretariat to obtain all useful documentation for distribution to the preciswriters, interpreters and press officers, uploads all unofficial documents to be electronically available;
  • Controls the entrance to meetings taking place and provides information to participants on the organization of the conference;
  • Liaises with the secretariat of the meeting, conference assistants, participants and interpreters;
  • Liaises with services concerned in connection with technical problems encountered (headphones, microphones etc.);
  • Distributes conference documents to interpreters;
  • Liaises with concerned services regarding the end of meetings, informs all concerned of the schedule the following day;
  • Ensures that meeting room is cleared, and takes items left behind to the Safety and Security Section;
  • Prepares meeting rooms for following day;
  • Performs other related duties as required.
Competencies

PROFESSIONALISM:

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 the 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. Must have succesfully passed GGST or ASAT.

Work Experience
At least one (1) year of experience in general office support or related area is required.

Experience in servicing meetings or conferences preferable in the United Nations or other International organizations is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English or French and knowledge of the other is required. Knowledge of another UN official language is desirable.

Assessment

Special Notice

  • This position is on a When Actually Employed (WAE) basis.
  • The duration of need for this temporary job opening is for an initial period of six months, with the possibility of extension. The maximum number of days that may be worked in the sixmonth period should not exceed four and one half months and will be intermittent in nature.
  • Passing the United Nations Administrative Assessment Support Test (ASAT) or the Global General Service Test (GGST) in English or French at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
  • All TJOs in the General Service and related categories, at the levels GS5, GS6 and GS7 shall be open only to internal staff members at the respective duty station holding a Fixed-Term Appointment, Continuing Appointment or Permanent Appointment.
  • In addition, all new entrylevel recruitment in the General Service and related categories, for positions at the GS4/TC3/S2/ PIA I levels and below, irrespective of the source of funding, will only be granted Temporary Appointments.
  • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
United Nations Considerations


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 Nati

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