Meetings Services Assistant

Vor 6 Tagen

Wien, Österreich United Nations Vollzeit

Org. Setting and Reporting
- Responsibilities
- Within assigned authority, the Meetings Services Assistant will be responsible for the following specific duties: - Assist with the planning and servicing of the open-ended intergovernmental expert group on crimes that affect the environment established by the Conference of the Parties to the United Nations Convention against Transnational Organized Crime through its resolution 12/4, entitled Enhancing measures to prevent and combat crimes that affect the environment falling within the scope of the United Nations Convention against Transnational Organized Crime;
- Coordinate and conduct procedural and organizational arrangements for the formal and informal meetings of the open-ended intergovernmental expert group;
- Coordinate and monitor the submission of documentation forecasts, as well as pre-, in
- Format and process the documents related to the work of the open-ended intergovernmental expert group;
- Prepare outgoing texts (official communications), e.g. invitations to meetings of the open-ended intergovernmental expert group and notes verbales for submission to the Translation and Text Processing Units, by checking accuracy of information, reference material, style and for adherence to established formal standards, by verifying resolutions, quotations, etc., and by providing basic reference assistance, as necessary;
- Track the workflow, process schedules and monitor the progress of work and deadlines for submission/submitted documents/communications, and follow up with Substantive Officers as needed; transmit corrections made by both documents management services and submitting officers to documents in process;;
- Provide support in arranging meetings for the extended Bureau on the open-ended intergovernmental expert group;
- Provide administrative support to the Chair and Officers of the open-ended intergovernmental expert group;
- Coordinate and register meeting participants and their respective work;
- Support travel arrangements of participants sponsored by the United Nations;
- Maintain/update the lists of invitees, forms and databases required for processing correspondence, ensuring the information is up-to date. Liaise with the Correspondence Team for processing and distributing communications to the appropriate addressees. Provide reference assistance and maintain reference databases and collections of documents and other materials (list of participants, etc.);
- Respond to inquiries on the intergovernmental process on the open-ended intergovernmental expert group;
- Maintain and update the UNODC webpages on open-ended intergovernmental expert group;
- Serve as focal point for administrative coordination of the work of the open-ended intergovernmental expert group, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, travel arrangements and procurement of equipment and services, but also authorization of payments, disbursement of funds etc.;
- Coordinate and support the on-going monitoring and evaluation of the Global Programme on Implementing the Organized Crime Convention. - 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 general office support functions, as required. Perform other work-related duties as requested by the Crime Prevention and Criminal Justice Officer or other senior officers; cover for other General Service staff functions on ad hoc basis.
- Competencies
- Education
- High school diploma or equivalent is required.
- Job - Specific Qualification
- Not available.
- Work Experience
- Languages
- English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Fluency in another United Nations official language is an advantage.
- Assessment
- Special Notice
- United Nations Considerations
- 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.

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