MEETINGS SERVICES ASSISTANT - United Nations, Switzerland, Deadline: May-27-2016

Posting Title:MEETINGS SERVICES ASSISTANT
Job Code Title:MEETINGS SERVICES ASSISTANT
Department/Office:UNITED NATIONS CONFERENCE ON TRADE AND DEVELOPMENT
Duty Station:GENEVA
Posting Period:28 April 2016 - 27 May 2016
Job Opening Number:57896
Staffing ExerciseN/A

Special Notice
Passing the Administrative Support Assessment Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY or the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. 
- Recruitment for this position is done on a local basis. 
- 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.
Org. Setting and Reporting
This position is located in the Intergovernmental Support Service of the United Nations Conference on Trade and Development.
Responsibilities
Under the overall guidance of the Chief, Conference Servicing and Logistics, the incumbent:

- Assists and supports the Committee Secretaries and Officers from substantive divisions in the preparation for and the servicing of the Trade and Development Board (TDB), the Working Party, the Commissions, expert meetings, special conferences of the United Nations, Consultations of the President of TDB, Bureau meetings, informal consultations, workshops and other meetings directly serviced by the Intergovernmental Support Service, as well as Conferences held outside Geneva.
- Prepares and types notifications, the preliminary list of participants and annotation of agenda items and timetables concerning the proceeding of meetings and conferences.
- In liaison with the division(s) concerned, drafts checklist of documentation to be submitted to the document distribution counter to ensure availability of documents and background documentation to member States prior and during meetings. Utilizes g- Doc and ODS to track the status of documents and prepares checklists of documentation of assigned meetings. Checks the UNCTAD website for the availability of meeting documentation.
- Maintains and updates filing and reference system regarding procedures and reference materials for UNCTAD intergovernmental bodies and conferences using the share-point platform. Organizes and maintains reference material and background documents, including resolutions and decisions of UNCTAD intergovernmental bodies.
- Assists in the preparation of the web page for the TDB journal and summary of outcomes. Uploads and maintains appropriate information on the delegates' portal. Formats and uploads content such as presentations and statements to the website related to UNCTAD meetings. Maintains a database of meetings, uploads and maintains appropriate information on the delegates' portal, including restricted documents.
- Prepares and circulates assignment lists and ensures hierarchical listing and coordinates division on status of report writers. 
- Assists the Secretary of the meetings in reflecting changes to negotiating texts. Performs on-screen text editing during negotiations and drafting committees. 
- Responds to queries and requests from capitals, delegations, missions, UN bodies and secretariat concerning information on the UNCTAD daily programme of meetings as well as list of participants and calendar of meetings.
- Co-ordinates and registers incoming mail pertaining to credentials of participants in all UNCTAD meetings and takes appropriate action concerning follow-up required where accreditation was not supplied.
- Prepares provisional and final trilingual list of participants for meetings and submits required attendance data to the editors for inclusion in the final report.
- Ensures that all required services, including the availability and distribution of documents are available in order for meetings to convene according to the schedule. Liaise with UNOG Conference Services to ensure that the necessary requirements for servicing each meeting are met such as the setting up of conference rooms, preparation of nameplates, interpretation services, sound recording of official meetings, etc. Prepare the required e-meets.
- Interacts with UN security Service by transmitting through the internet the necessary information pertaining to participants of UNCTAD meetings to ensure the issuance of badges to enter the Palais des Nations.
Competencies
PROFESSIONALISM: Knowledge of the Organization’s conference policies, procedures and practices, in particular those relating to the intergovernmental machinery and the negotiating process, including on-screen text editing. Knowledge of the member States Group system as well as protocol. 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. 

• 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 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.
Work Experience
A minimum of 5 years of experience in conference support and meeting services, of which 3 years preferably within the UN. Experience in providing support service to intergovernmental bodies is desirable. Experience with uploading or creating website content and knowledge of e-Meets or other similar other IT software an asset. Qualifying years of experience are calculated following the receipt of the high school or secondary school diploma.
Languages
Fluency in English and knowledge of French is required.
Assessment
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
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MEETINGS SERVICES ASSISTANT - United Nations, Switzerland, Deadline: May-27-2016 MEETINGS SERVICES ASSISTANT - United Nations, Switzerland, Deadline: May-27-2016 Reviewed by KHMER-INSIDER on Thursday, April 28, 2016 Rating: 5