Meetings Services Assistant

Vor 3 Tagen

Wien, Österreich United Nations Vollzeit

This position is located in the Convention Support Section (CSS), Corruption and Economic Crime Branch (CEB), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will work under the direct supervision of the Chief of the Convention Support Section.

**Responsibilities**:
The incumbent will perform the following specific duties:

- Provide support for the preparation, organization and servicing of the meetings of the UNCAC Conference of the States Parties and its subsidiary bodies: prepare forecast of documentation according to recent and past mandates; monitor with particular attention the timely submission of slotted pre-session and in-session documentation with a view to ensuring that internal deadlines are met; prepare invitations to Member States, UN Bodies, IGOs, NGOs and other stakeholders; update mailing lists of invitees, make travel arrangements for meeting participants, prepare “Information for Participants”; prepare list of participants, handle registration of meeting participants and prepare the provisional and final list of participants according to UN procedures and guidelines; provide assistance to participants related to visa, travel and courtesy passes, liaise with other units as required, provide support to the Secretariat and delegations.
- Assist in the preparation of draft report on organizational matters, as well as the compilation and submission of the final reports containing all draft reports, action taken and draft resolutions; assist with the various stages of documentation processing for the meetings: processing of questionnaires, provisional agendas, information for participants, list of participants and other relevant pre-, in
- and post-session documentation;, coordinate with relevant Conference Management Service units, ensure smooth flow of documents and assist the Chief during the meeting.
- Provide administrative coordination of programme implementation activities: involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative and financial actions, (e.g. training/study tours, travel requests and arrangements, authorization of payments, disbursement of funds, submission of claims, budget follow-ups, requisition/procurement of equipment and services, including processing of consultancy contracts, etc.).
- Perform other work related duties as required.

Competencies
- 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.
- Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education
High school diploma or equivalent is required.

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 five years of experience in conference or administrative support or related area is required.

Work experience in staff recruitment is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency/proficiency in oral and written English is required. Working knowledge of French is desirable. Knowledge of another UN languages is desirable.

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.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required f

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