Meeting Services Assistant
Org. Setting and Reporting
The Economic Commission for Africa’s (ECA) mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063.
The mission will be guided by ECA’s five strategic directions which are: advancing ECA’s position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent’s problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa’s position at the global level and developing regional responses as a contribution to global governance issues.
This position is located in the Publications & Conference Management Section (PCMS) within the Publications, Conference and Knowledge Management Division (PCKMD) at the United Nations Economic Commission for Africa, Addis Ababa. The Meeting Services Assistant works under the direct supervision of Chief of the Conference Management and Interpretation Unit and overall supervision of Chief Publications and Conference Management Section in PCKMD.
Within delegated authority, the Meetings Services Assistant will be responsible for the following duties:
• Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned committees and meetings/conferences.
• Assists in drafting procedural notes for the chairpersons of assigned committees and meetings/conferences.
• Ensures 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.
• Utilizes E-Dritis and ODS to track the status of and download documents.
• Organizes and maintains reference material and background documents, including resolutions and decisions of main organs, in documents booth.
• Reports on the proceedings of committees and meetings/conferences and submit reports, if required, to the supervisor.
• Produces daily and weekly programme of assigned committees and meetings/conferences/conferences prepared by senior staff for distribution.
• Supervise, as needed, the voting and election process and the preparation of tabulation of voting patterns.
• Assists in the preparation of the preliminary list and annotation of agenda items and daily material concerning the proceeding of committees and meetings/conferences.
• Prepares list of participants.
• Maintains a database of meetings based on requests and publishes the list indicating the interpretation requirements, venue, date and other relevant information, on a monthly basis.
• Prepares monthly statistics on meetings held at headquarters and offices away from headquarters.
• Determines the material and human resources requirements of meetings and prepares the cost estimates for consideration by the requesting office.
• Allocates conference facilities and meeting rooms.
• Moderating over RSI platforms, including testing with online participants, giving the floor and basic troubleshooting over the chat function and on Signal
• Maintains an accurate record of speakers and/or an attendance record and coordinate with delegations on their position on the list of speakers.
• Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences.
• Ensures reports of committees and meetings/conferences meet the UN document standards and coordinate with the documents control office for reproduction of reports.
• Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
• Attends coordinating/planning meetings, representing the Unit/Section regarding organizational arrangements for special committees and meetings/conferences and updates files accordingly.
• Prepares for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinates with substantive offices and, and prepares cost estimates.
• Drafts correspondence and notes for signature.
• Maintains and updates filing and reference system regarding procedures and reference materials for committees and meetings/conferences.
• Responds to queries from delegations and Secretariat.
• Replaces, as needed, senior staff in related functions.
• Participates in the recruitment of temporary assistants and schedules and supervises their work.
• Provides guidance/training, as needed, to junior staff.
• Performs other duties as required.
• PROFESSIONALISM: Knowledge of the Organization’s conference policies, procedures and practices. 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; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; 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.
• CLIENT ORIENTATION: 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.
• Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
High school diploma or equivalent is required.
A bachelor's degree in administration, office management or a related field is desirable.
Passing the UN's Global General Services Test (GGST) is required. Please refer to the Special Notice section for additional information about the GGST.Work Experience
A minimum of seven (7) years experience in conference support or related area is required.Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.Assessment
Evaluation of qualified candidates may include a substantive assessment which may be followed by a competency-based interview.Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test. Having passed the Administrative Support Assessment Test [in English] at the United Nations Headquarters or at certain United Nations Offices Away from Headquarters (OAHs) may be accepted in lieu of the GGST.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
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 Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline 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.