Meetings Services Assistant
vor 2 Wochen
This position is located in the Meetings Management Unit (MMU), Planning Coordination and Meetings Section (PCMS), Conference Management Service (CMS), Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent will be under the direct supervision of the Chief, Meetings Management Unit.
**Responsibilities**:
Within assigned authority, the Meetings Services Assistant will, in addition to the responsibilities described in the GJP, be responsible for the following specific duties:
- Organize and coordinate preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned committees and meetings/conferences; represent the Unit at planning and coordination meetings and brief the Unit Chief on outcomes.
- Ensure that all required services, including the availability and distribution of documents, and personnel are in place for committees and meetings/conferences to convene according to the schedule.
- Report on proceedings of committees and meetings/conferences and submit reports, if required, to the supervisor.
- Produce daily and weekly programme of assigned committees and meeting/conferences for distribution.
- Train and supervises short-term staff in their work during sessions and prepare time and attendance as well as overtime reports, submitting them to the Chief, Planning Coordination and Meetings Section, for approval and certification and to the Timekeeper for data entering and for payment.
- Allocate conference facilities and meeting rooms in line with the requirements of each intergovernmental body based on institutional knowledge of established procedures and the requirements of each body as well as information provided in meetings requests.
- Ensure that all preliminary logistic arrangements are made in advance for the efficient conduct of committees and meetings/conferences.
- Provide guidance/assistance to persons with disability.
- Ensure the distribution of procedural notes for the chairpersons of assigned committees and meetings/conferences to the interpreters and podium representatives; following-up with delegations and the Secretariat as needed to obtain written statements and procedural notes for reproduction and distribution to interpreters.
- Coordinate with the Documents Management Unit (DMU) and the Reproduction and Distribution Unit (RDU) the reproduction of in-session reports.
- Consult with Documents Management Unit (DMU) colleagues on the status of documents.
- Organize and maintain reference material and background documents, including resolutions and decisions of main organs.
- Prepare floor plan of seating arrangements in accordance with the meeting requirements of each body and UN protocol.
- Assist the substantive secretariat in the preparation of the voting, election process and the tabulation of voting patterns.
- When assigned to service virtual or hybrid meetings, fully attend to the required support tasks in accordance with the established protocols both before and during the meeting; ensure all necessary equipment is in place and functioning correctly; maintain close communication with technical services, the interpretation team leader, substantive secretariat and presiding officers throughout the meeting; when requested or required, provide assistance and refresher training to the staff of the Unit and the Secretariat on the technology being used and related support tasks.
- Prepare for committees and meetings/conferences to be held away from Vienna, other UN offices or regional commissions; participate in advance planning with substantive offices; contribute to the preparation of cost estimates; liaise with Host Country authorities; take decisions related to logístical matters, suggesting measures to compensate possible deficiencies in the provision of resources and proposing alternatives to avoid shortcomings at the conference venue.
- Determine the material and human resources requirements of meetings and prepare the cost estimates for consideration by the requesting office, as needed.
- Respond to queries from delegations and meetings secretariats. Draft correspondence and notes for signature or further action by Unit Chief or other managers.
- Replace, as needed, more senior staff in related functions.
- Undertake research and provide reference materials for preparation of briefs, notes and statements for the Chief of Unit and CMS management; coordinate the preparation of statistics on meetings; assist the Chief of Unit in responding to queries from delegations and secretariats.
- Train and provide supervision to new and lower-level staff members in the unit on tasks within the responsibility of the Unit and in particular, meeting servicing functions including operation of virtual meeting platforms.
- Participate in the recruitment and training of temporary assistants, and schedule and supervise their work.
- Perform other work-related duties as required.
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