Meetings Services Assistant

Vor 7 Tagen

Wien, Österreich United Nations Vollzeit

The position is located in the Interpretation Section (IS), Conference Management Service (CMS), Department for General Assembly and Conference Management (DGACM) in Vienna. CMS operates administratively under the Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent will work under the direct supervision of the Chief of the Section.

**Responsibilities**:
Within assigned authority, the Meeting Services Assistant will be responsible for assisting in organizing the interpretation services for meetings held in and away from the Vienna International Centre (VIC). The incumbent will be, inter alia, responsible for the following specific duties:

- Provide administrative support to the Chief of the Section and interpretation staff.
- Prepare travel authorizations for the travel of interpreters; process expense reports.
- Request certificates of employment from HRMS on behalf of freelance interpreters as needed.
- Prepare access requests to the VIC for freelance interpreters.
- Maintain distribution lists; maintain Signal groups (add Floor group members) on a weekly basis.
- Distribute documentation for meetings on a weekly basis: collect documents sent by organisers, file appropriately on SharePoint and create link to facilitate access.
- Follow-up on mandatory vaccination arrangements.
- Update electronic files of WAE contracts, medical certificates, and other HR forms.
- Assist in the preparation of missions or meetings outside Vienna as required.
- Assist in processing ad hoc recruitments.
- Replace, as needed, more senior meeting services assistants in the IS front office in the daily preparations for meetings with interpretation.
- Perform other work-related duties as required.

Competencies
Professionalism

Communication
Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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.

Education
High school diploma or equivalent is required.

A recognized first-level university degree (Bachelor’s degree or equivalent) may be accepted in lieu of two years of required work experience.

Job - Specific Qualification

Having 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 Experience
A minimum of three years (or one year in combination with a first-level university degree (Bachelor’s degree or equivalent)) of relevant experience in conference and/or administrative support or related area is required.

Work experience with an Enterprise Resource Planning (ERP) system is required.

Experience in the administration of conference staff, e.g. loaning and receiving staff from other duty stations is desirable.

Work experience with meeting planning tools like eAPG (Electronic Assignment Program) or gMeets, is desirable.

Work experience with SAP/Umoja is desirable

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Special Notice

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.

All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect.

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 equ

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