Meeting Services Assistant

Temporary Vacancy Announcement     


Ref.: HRSS/11/06/0920 G-6

Meeting Services Assistant

TVA Grade Level


Functional Title

Economic Commission for Africa /Publications and Conference management Section/ Division of Administration

Department/Office/Division CONFERENCE

Occupational Group G5, G6 & Externals

Open to (Current Grade of Applicant)


Service/Section Publications & Conference Management Section (PCMS)

Estimated Starting Date Immediately

Duty Station Addis Ababa

Possibility of Extension YES

Duration Six Months

Open to External Candidates? YES

This position is for local recruitment. External applicants will be considered only when no suitable internal candidates are identified. If an external candidate is selected, his/her appointment will be subject to a passing the United Administrative Support Assessment Test (ASAT).  The candidate is responsible for any travel expenses incurred in order to take the examination at the duty station.

Please note that external candidates are generally not entitled to be appointed at the advertised level of this temporary vacancy and therefore will be graded in accordance with the current recruitment guidelines.  This means that the grade may be at a lower level than that of the advertised level of the post

DUTIES AND RESPONSIBLITIES

Under the overall guidance of the Chief of PCMS and the direct supervision of the Head of Conference Coordination Unit (CCU), the incumbent will perform the following duties: Assist planning requirements for events being scheduled at the United Nations Conference Centre as well as ECA Sub Regional Offices and other locations. The incumbent will be specifically responsible for the following:
(i) Based on the Monthly Events Schedule, liaise with internal and external clients of UNCC regarding planning, procedural and organizational arrangements for meetings
(ii) Maintain database of meetings, ensure publishing of monthly list of meetings and their individual requirements and produce reports on monthly statistics of meetings held at UNCC and away from headquarters;
(iii) Allocate conference facilities and meeting rooms;
(iv) Generate various management reports and undertake client satisfaction surveys, analyze data and share results with Supervisor
(v) Frequently communicate with clients through memos, telephone, e-mails, faxes, etc and check accuracy of entries in e-Meets,
(vi) Update the Monthly/Weekly Events Schedule regularly, distribute the list of meetings to all stakeholders including in-house and outside organizers as well as Conference Service staff, prepare monthly statistics of meetings for past, current and future years;  
(vii) Make the required arrangements for catering, seating arrangements, etc and ensure that all required services, including the distribution of documents, are available in order for meetings/conferences to convene according to the schedule;  
(viii) Respond to queries from clients and perform all administrative duties at CCU.

COMPETENCIES
Professionalism- Knowledge of the Organization’s conference policies, procedures and practices. Ability to research, select, organize and summarize information required for the preparation of meetings. Show pride in work and achievements; demonstrate professional competence and mastery of subject matter; be conscientious and efficient in meeting commitments, observe deadlines and achieve results; show persistence and motivation when faced with difficult problems or challenges; remain calm in stressful situations. Commit to implementing the gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work: ability to follow up on meetings and logistics arrangements; increased independence in processing of work and follow-up actions; demonstrated initiative in the identification and resolution of issues/problems.

Planning and organizing- Develop clear goals that are consistent with agreed strategies; identify priority activities and assignment; adjust priorities as required; allocate appropriate amount of tine and resources for completing work; foresee risks and allow for contingencies when planning; monitor and adjust plans and actions as necessary; use time efficiently.

Client orientation- Consider all those to whom services are provided to be “clients” and seek to see things from clients’ point of view; establish and maintain productive partnerships with clients by gaining their trust and respect; identify clients’ needs and match them to appropriate solutions; monitor ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keep clients informed of progress or setbacks in projects; meet timeline for delivery of products or services to client.

QUALIFICATIONS
Education: High school diploma or equivalent and training in relevant areas of conference servicing and secretarial duties is required. First University Degree is an advantage.
Experience: At least six years of progressively responsible experience in the field of conference planning and servicing activities, administration, human resources management or other related field required. Experience in application of policies, procedures and practices for UN Conferences is desirable. Office Management acquaintance through progressively responsible work position in a public institution is an advantage.
Language: 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 the other official language is an advantage.
Other skills: Proficiency in MS Word, Excel is required. Knowledge of IMIS is an advantage.

DOCUMENTS REQUIRED:

1.Cover Letter

2.Personal History Profile (PHP)

3.Signed PAS (Period: 2009-1010 or latest available)

4.Other Supportive Documents


Note:
The selection for this position is for a limited period and has no bearing on the future incumbency of the post.

For information on the provision for special post allowance, please refer to ST/AI/1999/17.