Senior Meetings Services Assistant

Job title:

Senior Meetings Services Assistant

Company

United Nations

Job description

This position is located in the Interpretation Service, Meetings and Publishing Division, Department for General Assembly and Conference Management (DGACM). The Senior Meetings Services Assistant reports to the Chief of Service.ResponsibilitiesWithin limits of delegated authority, the Senior Meetings Services Assistant will be responsible for the following duties: • Acts as the Head of the Front Office of the Interpretation Service, supervises the Front Office team and manages their performance. • Ensures that all documentation and records are systematically and properly filed and available for retrieval. • Assists the Chief and the Programming Officers in assessing capacity for weekly programs of meetings with interpretation. • Uses e-APG and g-Meets suite of tools to assist and support in the capacity planning and managing leave requests and coordinates with the Meetings Management Section on the timeliness and accuracy of data for specific weeks. • Ensures that standard operating procedures of the Front Office are up-to-date and updated when needed. • Monitors and supervises follow up of the Front Office on the subject of Time and Attendance. • Regularly maintains and updates Interpretation Service staffing table. • Supervises on-boarding and off-boarding of Interpretation Service regular and temporary staff and ensures required follow up with the relevant parties. • Provides assistance to the Chief of Service in keeping updated capacity planning according to MMS projections for medium and long term. Coordinates and monitors the recruitment of temporary assistance. • Maintains and prepares relevant statistical data/charts as required. • Ensures that the availability and assignment of interpreters are sufficient for committees and meetings/conferences to convene according to the schedule. • Oversees IT inventory of the Interpretation Service and ensures proper follow up of the Front Office on all related matters. • Monitors conditions of booths and equipment used by interpretation teams and ensures follow up with the relevant offices if needed. • Participates in preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of committees and meetings/conferences. Coordinates with all relevant stakeholders. • Maintains databases of meetings, based on requests and prepares internal documentation indicating on interpretation requirements, venues, dates and other relevant information, on a weekly basis. • Determines the interpretation resources requirements of meetings and communicates input needed to prepare cost estimates. • Prepares responses to queries from delegations and Secretariat. • Ensure training and development of the Front Office staff. • Performs other duties as required.Competencies

• Professionalism: Knowledge of the Organization’s conference policies, procedures and practices. Ability to research, selects, organize and summarize information required for the preparation of meetings. Thorough knowledge of interpretation assignment programme (eAPG) and e-Meets. Knowledge of the United Nations biennial calendar of conferences and meetings. Familiarity with eMeets. 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. • Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • Planning & 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. • Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports staff when they make mistakes; actively supports the development and career aspirations of staff; appraises performance fairly.

EducationHigh school diploma or equivalent.Job – Specific QualificationNot available.Work ExperienceA minimum of ten (10) years of experience in conference support and meetings servicing or related area is required. Experience in dealing with policies, procedures and practices of UN conferences/meetings is desirable.LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special NoticeThis 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. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty. Appointment against this position is for an initial period of one year and renewal therefore subject to the availability of the post or funds, budgetary approval or extension of the mandate. Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.United Nations ConsiderationsAccording 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.No FeeTHE 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.

Expected salary

Location

New York City, NY

Job date

Fri, 21 Jun 2024 03:02:27 GMT

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