Department of Political Affairs
Closing date: Tuesday, 21 February 2017
Apply for this job
Org. Setting and Reporting
This position is located in the Department of Political Affairs (DPA) at Headquarters. Under the overall supervision of the Director of the Security Council Affairs Division, the Meetings Services Assistant reports to a Senior Political Affairs Officer.
Responsibilities
Within delegated authority, the Meetings Services Assistant will be responsible for the following duties:
• Produces daily and weekly programme of the Security Council and/or its subsidiary bodies prepared by senior staff for distribution.
• Prepares and organizes sets of official documentation in the document booth, in the six official languages, for distribution in the conference room.
• Informs relevant offices/persons of changes in the daily programme of the Security Council and/or its subsidiary bodies.
• Ensures the distribution of procedural notes for the Presidents of the Security Council and/or Chairs of its subsidiary bodies.
• Assists in the preparation of the preliminary list and annotation of agenda items, the list of participants, and daily material concerning the proceeding of the Security Council and/or its subsidiary bodies.
• Undertakes research and provides reference materials for preparation of briefs, notes and statements for the Security Council and/or its subsidiary bodies.
• Maintains an accurate record of speakers and/or an attendance record and coordinates with the Secretariat, verbatim reporters and delegations on their position on the list of speakers.
• Ensures that reports of the Security Council and/or its subsidiary bodies meet the UN document standards and coordinates with the documents control office for reproduction of reports.
• Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
• Prepares monthly statistics on meetings held at headquarters and offices away from headquarters.
• Drafts routine correspondence for signature.
• Makes arrangements for and coordinates video and teleconference activities at headquarters.
• Maintains filing and reference system of procedures and reference materials for the Security Council and/or its subsidiary bodies.
• Responds to queries from delegations and the Secretariat.
• Replaces, as needed, senior GS staff responsible for room reservations and the electronic distribution of the daily programme of meetings.
• Provides guidance/training, as needed, to temporary assistants and junior GS staff.
• Performs other duties as required.
Competencies• Produces daily and weekly programme of the Security Council and/or its subsidiary bodies prepared by senior staff for distribution.
• Prepares and organizes sets of official documentation in the document booth, in the six official languages, for distribution in the conference room.
• Informs relevant offices/persons of changes in the daily programme of the Security Council and/or its subsidiary bodies.
• Ensures the distribution of procedural notes for the Presidents of the Security Council and/or Chairs of its subsidiary bodies.
• Assists in the preparation of the preliminary list and annotation of agenda items, the list of participants, and daily material concerning the proceeding of the Security Council and/or its subsidiary bodies.
• Undertakes research and provides reference materials for preparation of briefs, notes and statements for the Security Council and/or its subsidiary bodies.
• Maintains an accurate record of speakers and/or an attendance record and coordinates with the Secretariat, verbatim reporters and delegations on their position on the list of speakers.
• Ensures that reports of the Security Council and/or its subsidiary bodies meet the UN document standards and coordinates with the documents control office for reproduction of reports.
• Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
• Prepares monthly statistics on meetings held at headquarters and offices away from headquarters.
• Drafts routine correspondence for signature.
• Makes arrangements for and coordinates video and teleconference activities at headquarters.
• Maintains filing and reference system of procedures and reference materials for the Security Council and/or its subsidiary bodies.
• Responds to queries from delegations and the Secretariat.
• Replaces, as needed, senior GS staff responsible for room reservations and the electronic distribution of the daily programme of meetings.
• Provides guidance/training, as needed, to temporary assistants and junior GS 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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 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.
Education• 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 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.
High school diploma or equivalent.
Work Experience
A minimum of five years of experience in conference and/or administrative support, or related area is required. Experience in dealing with policies, procedures and practices for an international organization is desirable. Experience organising official meetings as well as working with all levels of management 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
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
