Meetings Services Assistant
vor 2 Wochen
This position is located in the Civil Society Unit (CSU), Office of the Director (OD), Division for Policy Analysis and Public Affairs (DPA), United Nations Office on Drugs and Crime (UNODC) in Vienna.
The incumbent works under the direct supervision of the Programme Officer, and overall guidance of the Chief of Unit.Responsibilities:
Within assigned authority, the incumbent will be responsible for the following specific tasks:
- Assist in the preparation, organization and servicing of meetings and events organized or supported by the Unit, such as the constructive dialogues with relevant stakeholders, including non-governmental organizations, within the framework of the Mechanism for the Review of the Implementation of the UN Convention against Transnational Organized Crime; side-events and workshops.
- Reserve conference rooms and services, liaise with Conference Management Service on room bookings and technical arrangements, create and maintain lists of participants, and prepare nameplates for meetings.
- Make travel arrangements for meetings and workshop participants funded by the Unit, liaise with meeting participants on administrative procedures in relation to their travel, provide assistance to participants related to visa and grounds passes. Prepare Unit's official travel plans and reports.
- Assist in reviewing of budget revisions, verify availability of funds, ensure necessary approval and entry in ERP system, such as Umoja.
- Assist in recruitment of interns, individual contractors, consultants and staff, create job openings for interns, schedule interviews, keep track of status of vacancy announcements, liaise with the Internship Coordination Team, request issuance of contracts for individual contractors and consultants and process their payments.
- Draft and edit official letters and documents, maintain and revise Unit's workplan and calendar.
- Perform administrative services, including preparing, monitoring, and processing various requisitions, purchase orders, service contracts and payments to vendors.
- Assist 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.
- Assist with visualizations and updating information material such as web pages or brochures.
- Perform other workrelated duties as assigned.
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.
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.
EducationHigh school diploma or equivalent.
A recognized first-level university degree (Bachelor degree or equivalent) may be accepted in lieu of two years of required work experience.
Job - Specific QualificationHaving passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
Work ExperienceA minimum of 5 years (or 3 years in combination with a first-level university degree (Bachelor degree or equivalent) of work experience in conference support or related area is required.
Work experience with an Enterprise Resource Planning (ERP) system is required.Work experience with SAP/Umoja is desirable.
Work experience in processing travels, procurement processes and payments, is desirable.
Work experience within the United Nations system or similar international organizations 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 another United Nations official language is an advantage.
Assessment
Special Notice
United Nations Considerations
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-smok-
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