MEETINGS SERVICES ASSISTANT

Org. Setting and Reporting

This position is located in the Office of the Director of the Security Council Affairs Division in the Department of Political and Peacebuilding Affairs (DPPA). Under the overall guidance of the Director, the Meetings Services Assistant will report to the Political Affairs Officer. The Security Council Affairs Division (SCAD) assists the Security Council in carrying out its responsibilities.

Responsibilities

Within delegated authority, the Meetings Services Assistant will be responsible for the following duties: •Organizes and coordinates with relevant offices and delegations regarding procedural and organizational arrangements for meetings of the Security Council and its subsidiary bodies. •Prepares the agenda, journal summaries and communiqués of meetings of the Security Council •Assists in drafting procedural briefs for the President of the Security Council and chairpersons of Security Council subsidiary bodies. •Utilizes GDocs, ODS, iSCAD+ and eDelegate to track the status of and download documents. •Maintains a database of meetings (iSCAD+) and publishes on the Security Council website (using Drupal) and in the Journal the venue, date and other relevant information for Security Council meetings, on a daily basis. •Assists in the overall administration of the Division, i.e. provides substantive and administrative support in managing priorities and work flow of the Director and of the Division; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner. •Takes full responsibility for time management and scheduling on behalf of the Director with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands. •Provides direct support to the Director of the Security Council Affairs Division, including by handling phone calls and correspondence, scheduling meetings, booking conference rooms and processing documents. •Drafts correspondence and notes for signature. •Provides direct support to the Director of the Security Council Affairs Division and a Political Affairs Officer in administrative, budget and personnel matters relating to the Security Council Affairs Division. •Coordinates with the front offices of senior UN officials to ensure that information and documents are properly processed. •Provides guidance/training, as needed, to junior staff. •Performs other duties as required.

Competencies

Professionalism: Knowledge of the policies, procedures and practices of the Security Council. Ability to research, select, organize and summarize information required for the preparation of relevant documentations for the Security Council. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Planning and 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. Technological awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years experience in meetings servicing, conference support or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Experience providing support to the Security Council of the United Nations or a similar organ of a comparable international organization is desirable. Experience supporting a senior official in a front office setting is desirable. Experience managing website content in Drupal or similar content management platform 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

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Applicants who have reached the mandatory age of separation are not eligible to apply for job openings. 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. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. 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 equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.