Meetings Services Assistant

vor 1 Woche

Geneve, Schweiz United Nations Vollzeit

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

**Responsibilities**:
Under the supervision of the Conference Affairs Officer, the incumbent will be responsible for the following duties:
BEFORE THE MEETING:

- Upon instruction, the Meeting Services Assistant (MSA) takes note of main parameters of a meeting (number of participants, conference room(s) assigned, interpretation requirements, working languages, summary record coverage, sound recording requirements, voting equipment and nameplates needed, online or technical platforms being utilized including WebEx, Webcast, RSI, etc.) well in advance and in consultation with the client Secretariat. Prepares all requested nameplates;
- In case of virtual/hybrid meeting, contacts client Secretariat to obtain statements, speeches, presentations, programme of work, agenda and other useful documents for distribution to the precis writers, interpreters and press officers, uploads all unofficial documents to be electronically available (e.g. on eStatements Hub);
- Assists in the preparation of the room when it becomes available but no later than 30 minutes before the start of the meeting by setting up the podium and seating arrangements based on approved protocol and room charts; distributes and/or sets up nameplates;
- Assists assigned Meetings Services Assistants: checks that the necessary equipment (voting equipment, technical and logístical equipment) is available, that nameplates are placed accurately and in accordance with protocol, that the interpreters, technical services, precis-writers, press officers are present, and that the interpretation booths are in order, checks the accuracy of announcements on monitors outside rooms; checks lighting, cleanliness and general appearance of room, including accuracy of time reflected on clock;
- Takes note of last-minute changes (new room assignments, change of servicing requirements, schedules, etc.) and, after consultation with the supervisor/leading MSA, adjusts his/her work.

DURING THE MEETING:

- Checks that all interpretation channels and sound equipment are functioning properly, if meeting is public and webcast, verifies that UNTV Live image is correct and working properly;
- Obtains the list of speakers from the lead MSA or meeting secretary and gives copies (or makes electronically available) to the interpreters, technical services, precis-writers and press officers. If allowed and possible, obtains the text of the statements and proposals from members of delegations for initial distribution to the precis-writers, interpreters and press officers. Monitors MSU generic mailbox and eStatements during virtual/hybrid meetings and ensures that the speeches have been received and sorted accordingly in a timely manner for interpreters and other staff supporting the meeting;
- Distributes, after obtaining authorization from the secretariat, informal texts and conference room papers to delegations in accordance with the relevant regulations and procedures;
- In case of a vote, assists the leading MSA in the organization of the voting operations by following the applicable procedures;
- When servicing a virtual/hybrid meeting, follows the proceedings of the meeting through the platform as a viewer, trouble-shoots and contacts colleagues should any issues be encountered. Maintains contact with all relevant colleagues in IS, ICTS, CSS and the focal points in the Secretariat;
- Assists to ensure the intervention of relevant colleagues (technical services, ICTS) in the event of technical incidents or any technical adjustments needed in the room;
- When assigned to service virtual or hybrid meetings, fully attends to the required support tasks in accordance with the established protocols both before and during the meeting; checks all necessary equipment is in place and functioning correctly; maintains close communication with technical services, the interpretation team leader, substantive secretariat and presiding officers throughout the meeting.

AT THE END OF THE MEETING:

- Assists to check with all concerned services (Chief of Unit, Meetings Coordination and Planning Unit, Audiovisual and Technical Services, sound operators) regarding the adjournment of meetings; informs all concerned of the schedule of the following day;
- Ascertains that meeting room is cleared, lights switched off, and doors and windows are closed; delivers items left behind to the Safety and Security Section; and assists in preparation of meeting rooms for following day;
- Fills in CS4 forms in gMeets (number of participants and actual time of the meeting).

OTHER TASKS:

- Fully assumes the responsibilities of Meetings Services Assistant during missions away from Geneva;
- Participates in refresher training in technical moderation together with other colleagues of the Unit.

Compet

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