Country: United States of America
Closing date: 28 Nov 2015
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
This post is funded for a finite period of one year and may be subject to extension. Extension of the appointment is subject to extension of the mandate and/or availability of the funds. Recruitment for this position is done on a local basis. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity. 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 Office for the Coordination of Humanitarian Affairs (OCHA) and within the IASC-ECHA Secretariat in the Office of the Assistant Secretary-General (OASG). The Meetings Services Assistant at this level reports to the Head of the IASC-ECHA Secretariat.
Responsibilities
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 meetings of the Inter-Agency Standing Committee (IASC) and the Executive Committee on Humanitarian Affairs (ECHA) and the subsidiary bodies.
-Assists in drafting notes for the chairpersons of meetings/conferences.
-Ensures that all required services, including the availability and distribution of documents, and personnel are available in order for meetings/conferences to convene according to the schedule.
-Utilizes eMeets, ODS, and IASC website to track the status of and download and upload documents. -Organizes and maintains reference material and background documents, including UN resolutions and IASC decisions.
-Reports on the proceedings of committees and meetings/conferences and submit reports, if required, to the supervisor.
-Assists in the preparation of the preliminary list and annotation of agenda items and other documents concerning the proceeding of IASC and ECHA meetings/conferences.
-Prepares list of participants.
-Maintains a database of meetings based on requests and uploads the list on OCHA Document Management System (ODMS) indicating the meeting requirements, venue, date and other relevant information, on a monthly basis.
-Prepares 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.
-Maintains a database of meeting hosts to help plan future meetings and ensure that different organizations are requested to host the meetings.
-Maintains mail groups for Principals, Working Group, Focal points, subsidiary bodies and broader humanitarian partners (special events with external partners). Reach out to focal points to request updates on regular basis.
-Monitors the IASC Correspondence email account and forwards promptly to relevant team members, sending reminders for action if required and drafting responses to a diverse range of correspondence.
-Submits outputs in the Integrated Monitoring and Document Information System (IMDIS).
-Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences.
-Ensures documents, summary reports and action points of meetings/conferences meet the IASC format and UN document standards.
-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 meetings/conferences and updates files accordingly.
-Prepares for meetings/conferences to be held away from Headquarters, other UN Offices or NGO Offices, coordinates with substantive offices and, and prepares cost estimates.
-Drafts correspondence and notes for signature. -Maintains and updates an electronic filing system on ODMS and reference system regarding procedures and reference materials for meetings/conferences and key documents prepared by the secretariat.
-Responds to queries regarding outcomes and decisions of meetings.
-Replaces, as needed, senior staff in related functions.
-Submits requests for procurement, catering services, and hiring of consultants in UMOJA.
-Prepares cost plan submission in the Financial Accounting System of OCHA
-Participates in the recruitment on Inspira of temporary assistants and interns; maintains an induction/orientation package.
-Provides guidance/training, as needed, to junior staff.
-Performs other duties as required.
Competencies
Professionalism: -Knowledge of the Organization’s conference policies, procedures and practices. -Knowledge of UN administrative rules and regulations. -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. -Demonstrate tact and diplomacy.
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.
Education
High school diploma or equivalent.
Work Experience
A minimum of seven (7) years of experience in conference support or related area. Three (3) years of progressively responsible experience in organizing and servicing inter-agency and intergovernmental bodies is required. Experience with the ERP, SAP and Oracle-PeopleSoft systems is required. Experience in Monitoring and Documentation Information Systems and Document Management Systems is required. Experience in Webex and Drupal is desirable.
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.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law.
Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law. The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
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.
How to apply:
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
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