Meetings Services Assistant (Multiple Positions, When Actually Employed - WAE Roster)

Job Posting Organization:
The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa. Established to support the implementation of various UN programs, UNON plays a crucial role in facilitating the work of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat), and the Resident Coordination System (RCS) globally. UNON provides essential administrative, security" style="border-bottom: 1px dotted #007bff !important;">security, conference, and information services to support these programs and other UN offices operating in Kenya. The organization is committed to promoting international cooperation and sustainable development, and it operates with a diverse workforce dedicated to achieving the UN's goals.

Job Overview:
The Meetings Services Assistant position is integral to the Meetings Management Unit within the Division of Conference Services at UNON. This role involves supporting the organization and execution of meetings, ensuring that all logistical and technical aspects are handled efficiently. The Meetings Services Assistant will work closely with assigned Meetings Services Assistants and report directly to the Senior Meetings Assistant. The position requires a proactive approach to problem-solving and effective communication skills to liaise with various stakeholders. The assistant will be responsible for preparing meeting rooms, organizing documentation, and ensuring that all necessary materials are available for successful meetings. This role is vital for maintaining the high standards expected at UN conferences and meetings, contributing to the overall effectiveness of the UN's operations in Nairobi.

Duties and Responsibilities:
The Meetings Services Assistant will undertake a variety of responsibilities, including but not limited to: assisting assigned Meetings Services Assistants in the setup and management of meeting rooms; receiving, sorting, and organizing official documentation for meetings; arranging seating based on approved protocols; delivering documents and materials to relevant parties during meetings; participating in the setup of preparation rooms; liaising with technical services to resolve any issues with equipment such as headphones and microphones; checking the availability of conference materials and logistics prior to meetings; staying alert to communication tools for urgent information exchange; and performing other related duties as required. This role demands a high level of professionalism and attention to detail to ensure that all meetings run smoothly and efficiently.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Supplementary training in conference services, Microsoft Office applications, email management, and database management is desirable. The role requires a strong understanding of office and meeting support, particularly in the context of conference management within an international organization. Professionalism, effective communication, and teamwork are essential competencies for this position, as the assistant will be working closely with colleagues and stakeholders to achieve organizational goals.

Educational Background:
The minimum educational requirement for this position is the completion of a high school diploma or an equivalent qualification. Additional training in relevant fields such as conference services or administrative support is considered an asset and may enhance a candidate's application.

Experience:
A minimum of two years of relevant working experience in areas such as meetings planning, conference support, or library work is required. Candidates with a first-level university degree may have this experience requirement reduced by two years. Experience working with United Nations or other international organizations, particularly in relation to conference and meeting services, is highly desirable. Additionally, candidates with one year or more of experience in data analytics or related fields will have an advantage in the selection process.

Languages:
English is the required working language for this position, as it is the primary language used within the United Nations Secretariat. Proficiency in either Arabic, Chinese (Mandarin), Spanish, Russian, or French is considered desirable, as it may enhance communication with diverse stakeholders. Candidates should refer to the UN Language Framework for specific language proficiency requirements.

Additional Notes:
This position is part of a roster of When Actually Employed (WAE) roles, meaning that employment is on an as-needed basis. The position may involve varying levels of commitment depending on the scheduling of meetings and conferences. The role is expected to be full-time during active periods, and candidates should be prepared for the dynamic nature of conference support work. Compensation and benefits will be aligned with UN standards, and the organization is committed to promoting gender equality and diversity in its workforce.