Overview
The Meetings Services Assistant will organize and coordinate procedural and organizational arrangements for meetings of the Security Council and its subsidiary bodies, ensuring all required services are available.
Key Responsibilities
- Organizes and coordinates with relevant offices and delegations regarding procedural and organizational arrangements for meetings of the Security Council and its subsidiary bodies.
- Assists in drafting procedural briefs for the President of the Security Council and its subsidiary bodies.
- Ensures that all required services, including the availability and distribution of documents, and personnel are available in order for meetings of the Security Council and its subsidiary bodies to convene according to the schedule.
- Utilizes g-DOCS, ODS to track the status of and download documents.
- Organizes and maintains reference material and background documents, including resolutions and other decisions of the Security Council and its subsidiary bodies.
- 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 agenda items and daily material concerning the proceeding of meetings of the Security Council and its subsidiary bodies.
- Prepares list of participants.
- Maintains a database of meetings based on requests and publishes in the Journal venue, date and other relevant information for meetings of the Security Council and its subsidiary bodies, on a daily basis.
- Prepares monthly statistics on meetings of the Security Council and its subsidiary bodies.
- 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.
- 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 President of the Security Council and Chairpersons of Security Council subsidiary bodies.
- Ensures reports for meetings of the Security Council or its subsidiary bodies 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 meetings of the Security Council or its subsidiary meetings.
- Responds to queries from delegations and Secretariat.
- Participates in the recruitment of temporary assistants and schedules and supervises their work.
- Provides guidance/training, as needed, to junior staff.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material such as web pages or brochures.
- Performs a variety of administrative duties, such as attendance/leave recording, processes related to experts’ salaries, office supply and equipment orders, submitting travel requests and travel expense reports through UMOJA, visa applications, etc.
- Performs other duties as required.
Required Experience
A minimum of seven years of experience in conference support or related area is required. Experience providing support services to the Security Council is desirable. Direct experience in organising official meetings as well as working with all levels of management is desirable.
Qualifications
High school diploma or equivalent is required.
