Senior Meetings Services Assistant

Job Posting Organization:
The United Nations Economic Commission for Africa (UNECA) is dedicated to delivering ideas and actions for an empowered and transformed Africa, guided by the 2030 Sustainable Development Goals (SDGs) and Agenda 206

• Established to address the continent's challenges, UNECA operates with a mission to provide innovative solutions and policy options that foster economic diversification, job creation, and social inclusion. The organization emphasizes its role as a premier knowledge institution, advocating for Africa's position on global governance issues and contributing to regional responses to transboundary challenges. UNECA is headquartered in Addis Ababa, Ethiopia, and employs a diverse workforce committed to advancing the continent's development agenda.

Job Overview:
The Senior Meetings Services Assistant plays a crucial role within the Publications and Conference Management Section (PCMS) of UNECA. This position is responsible for ensuring the smooth operation of meetings and conferences, which includes reviewing resolutions, preparing draft programs of work, and coordinating logistical arrangements. The incumbent will work closely with the Chief of Publication and Conference Management Section and the Chief of Conference Management & Interpretation Unit to enhance the efficiency of services provided during meetings. The role requires a proactive approach to problem-solving and the ability to lead projects aimed at improving the overall meeting experience. The Senior Meetings Services Assistant will also supervise staff, manage databases, and prepare reports, ensuring that all necessary services are available for the successful conduct of meetings and conferences.

Duties and Responsibilities:
The Senior Meetings Services Assistant will undertake a variety of responsibilities, including but not limited to: reviewing resolutions and decisions from assigned committees, preparing draft programs of work, drafting procedural notes, and preparing preliminary lists of agenda items. The incumbent will also be responsible for sending invitations to member states and ensuring all logistical arrangements are made in advance. They will supervise staff in the meeting room, report on proceedings, and coordinate with host countries for meetings held away from headquarters. Additionally, the role involves organizing preparatory meetings, maintaining databases, preparing schedules, and ensuring the functionality of meeting equipment. The Assistant will also moderate hybrid and virtual meetings, respond to queries, and participate in the recruitment and training of temporary assistants and vendors.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree or higher can reduce the required experience. A minimum of ten years of experience in conference support or a related area is required, with five years being acceptable for those with a relevant degree. Experience in managing large meetings and hybrid meetings is essential, along with a background in data analytics or related fields being desirable. The role demands a strong understanding of the UN's conference policies and procedures, as well as the ability to effectively organize and summarize information for meetings.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher will have a reduced experience requirement, emphasizing the importance of formal education in relation to the role's responsibilities.

Experience:
The position requires a minimum of ten years of relevant experience in conference support or a related area. This requirement is reduced to five years for candidates who hold a first-level university degree or higher. Experience in servicing large meetings and managing hybrid meetings is mandatory, while additional experience in data analytics is considered an asset. The role demands a high level of professionalism and the ability to work under pressure, demonstrating a commitment to achieving results.

Languages:
English is the required working language for this position, while French is considered desirable. Candidates must meet the minimum proficiency levels as outlined by the UN Language Framework, ensuring effective communication within the organization and with external stakeholders.

Additional Notes:
The job does not specify a deadline for applications, and it is important to note that the position may involve full-time responsibilities. The Senior Meetings Services Assistant will be expected to work collaboratively with various teams and may be required to serve as the Officer-in-Charge in the absence of the Chief of Unit. The role also includes responsibilities for training and supervising lower-level staff and vendors, ensuring a high standard of service delivery during events.