Meetings Services Assistant

vor 2 Wochen

Genf, Genf, Schweiz United Nations Vollzeit

The UN Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.


This position is located in the Conferences and Information Services Branch (CISB) of the Secretariat of the Basel, Rotterdam and Stockholm Convention (BRS), in Geneva.

Under direct supervision of the Chief of the Conference and Information Services Branch, the incumbent will carry out the following duties:

Responsibilities:

  • Organizing and coordinating preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned committees and meetings/conferences, including liaising with UNOG procurement or the Supply Chain Management Buyer.
  • Provide reliable technical, administrative and substantive servicing support to meetings by accurately/effectively preparing documents and in a timely manner. Liaising and interacting with colleagues and concerned parties internally and externally.
  • 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 the Secretariat's electronic systems to track the status of and download documents.
  • Organizing and maintaining reference material and background documents, including resolutions and decisions of main organs, in documents booth.
  • 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/conferences prepared by senior staff for distribution.
  • Supervising, as needed, the voting and election process and the preparation of 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 a list of participants.
  • Maintaining a database of meetings based on requests and publishing the list indicating the interpretation requirements, venue, date and other relevant information, on a monthly basis.
  • Preparing monthly statistics on meetings of the Basel, Rotterdam and Stockholm Conventions.
  • Determining the material and human resources requirements of meetings and preparing the cost estimates for consideration by the requesting officer, including those relating to conference and meeting rooms, office space, equipment, required transportation, registration of participants, exhibitions and signage, catering, and receptions, as well as reviewing costestimates and invoices from potential vendors to ensure that they comply with requirements or services provided.
  • Allocating 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 document standards and coordinating with the documents control office for reproduction of reports.
  • Preparing floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
  • Attending coordinating/planning meetings, representing the Unit/Section regarding organizational arrangements for special committees and meetings/conferences and updates files accordingly.
  • Preparing for committees and meetings/conferences to be held away from the Secretariat's Headquarters, 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.
  • Replacing as needed, senior staff in related functions.
  • Participating in the recruitment of temporary assistants and scheduling and supervising their work.
  • Providing guidance/training, as needed, to junior staff.
  • 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.
  • Performing other duties as required.
Competencies

COMMUNICATION:
Speaks and writes clearly and effectively; listens

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