Meetings Services Assistant

Job Posting Organization:
The Economic and Social Commission for Asia and the Pacific (ESCAP) is a regional development arm of the United Nations Secretariat, established to promote sustainable and inclusive development and regional connectivity in the Asia-Pacific region. ESCAP supports its member states through policy-oriented research, analysis, and technical assistance to address development priorities and adapt to changing needs. The organization operates in multiple countries across the Asia-Pacific region, focusing on enhancing cooperation and fostering partnerships among its member states.

Job Overview:
The Meetings Services Assistant plays a crucial role in the Conference Management Unit within the Division of Administration at ESCAP. This position involves supporting the planning and execution of meetings and conferences, ensuring that all logistical and administrative aspects are managed effectively. The incumbent will work closely with senior staff to prepare daily and weekly programs for assigned committees and meetings, inform relevant parties of any changes, and ensure that all necessary services are available for successful meetings. The role requires a proactive approach to organizing meetings, including virtual and hybrid formats, and maintaining accurate records of attendance and speaker lists. The Meetings Services Assistant will also assist in the preparation of materials and reports, contributing to the overall efficiency and effectiveness of conference management services.

Duties and Responsibilities:
The incumbent will be responsible for producing daily and weekly programs for assigned committees and meetings, informing relevant offices of any changes, and ensuring all required services are available. Duties include assisting in the preparation of agenda items, maintaining attendance records, coordinating voting processes, preparing seating arrangements, and compiling monthly statistics on meetings. The Meetings Services Assistant will also assist in organizing meetings at various locations, conduct preparatory meetings with relevant offices, and provide guidance to junior staff. Additional responsibilities include drafting correspondence, coordinating video and teleconference activities, maintaining filing systems, and responding to client queries. The role may also involve data collection and analysis, as well as updating informational materials such as web pages or brochures.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree may be accepted in lieu of two years of required experience. The position requires a minimum of five years of progressively responsible experience in conference support services or related areas, with a strong proficiency in MS Office and experience using virtual meeting platforms. Experience in planning intergovernmental meetings and supporting clients on a cost recovery basis is desirable. Familiarity with the United Nations Common System or similar international organizations is also advantageous.

Educational Background:
A high school diploma or equivalent is required for this position. Alternatively, a first-level university degree may be accepted in lieu of two years of required experience, indicating that higher education can compensate for a lack of extensive work experience in relevant fields.

Experience:
The ideal candidate should have a minimum of five years of progressively responsible experience in conference support services, administrative services, or a related area. If the candidate holds a first-level university degree, a minimum of three years of relevant experience is acceptable. Experience in using MS Office for preparing data and reports, as well as familiarity with virtual meeting platforms such as MS Teams and Zoom, is essential. Additionally, experience in planning and organizing intergovernmental meetings and supporting clients on a cost recovery basis is desirable, along with experience in the United Nations Common System or similar international organizations.

Languages:
For this position, proficiency in English is required, with a minimum level of UN Level II in reading, writing, listening, and speaking. Knowledge of Thai is desirable, with a minimum level of UN Level I in all language skills. This indicates that while English is essential for communication within the UN, knowledge of Thai can enhance the candidate's ability to engage with local stakeholders and clients.

Additional Notes:
This is a temporary position available for six months. If selected, an internal candidate will be on temporary assignment, while an external candidate will initially receive a temporary appointment. Extensions of the appointment are contingent upon satisfactory performance and the continued availability of the position. The role is subject to local recruitment, meaning applicants must be authorized to work in Thailand. The United Nations emphasizes the importance of diversity and inclusion in its hiring practices and provides reasonable accommodations for applicants with disabilities upon request.