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 and job creation. The organization is structured into various divisions, including the Administration and Conference Management Division (ACMD), which oversees multiple sections such as Facilities Management, Finance and Budget, Digital and IT Management, Human Resources Management, Publications and Conference Management, Supply Chain Management, and the United Nations Health Care Centre. UNECA is headquartered in Addis Ababa, Ethiopia, and plays a crucial role in advocating for Africa's position on global governance issues, contributing to peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and social inclusion across the continent.

Job Overview:
The Meetings Services Assistant position is situated within the Publications and Conference Management Section (PCMS) of the Administration and Conference Management Division (ACMD) at UNECA. The role is pivotal in organizing and coordinating preparatory meetings, ensuring that all procedural and organizational arrangements are in place for various committees and conferences. The incumbent will work closely with the Chief of the PCMS and the Chief of Conference Planning and Coordination Services Unit, providing essential support in drafting procedural notes, maintaining reference materials, and ensuring the availability of necessary services for meetings. The assistant will also be responsible for producing reports on proceedings, managing databases of meetings, and preparing cost estimates for meetings held both at headquarters and other locations. This position requires a proactive approach to problem-solving and a commitment to maintaining high standards of professionalism and efficiency in all tasks.

Duties and Responsibilities:
The Meetings Services Assistant will undertake a variety of responsibilities, including but not limited to: organizing and coordinating preparatory meetings with relevant offices and delegations; assisting in drafting procedural notes for chairpersons; ensuring the availability and distribution of documents and personnel for meetings; utilizing E-Dritis and ODS for document tracking; maintaining reference materials and background documents; reporting on proceedings and submitting reports to supervisors; producing daily and weekly programs for assigned committees; supervising voting and election processes; preparing lists of participants; maintaining a database of meetings; preparing monthly statistics on meetings; determining material and human resource requirements; allocating conference facilities; maintaining attendance records; conducting research for briefs and statements; ensuring compliance with UN document standards; preparing seating arrangements; attending planning meetings; drafting correspondence; maintaining filing systems; responding to queries; participating in recruitment and training of temporary assistants; assisting with data collection and analysis; supporting communications with freelance interpreters; and performing other duties as required.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of experience in conference support or a related area is required, with one year or more of experience 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 research, organize, and summarize information effectively. Professionalism, teamwork, and client orientation are critical competencies for this position, as the assistant will work collaboratively with colleagues and engage with various stakeholders.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. While no specific job-related qualifications are mentioned, the role emphasizes the importance of relevant experience and knowledge in conference management and support.

Experience:
The position requires a minimum of seven years of experience in conference support or a related area. Additionally, experience in data analytics or similar fields is considered desirable. This extensive experience is necessary to ensure that the candidate can effectively manage the complexities of organizing and coordinating meetings and conferences within the UN framework.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. French is considered a desirable language, with a minimum proficiency level of UN Level I. Proficiency in both languages will enhance communication and collaboration within the diverse environment of the United Nations.

Additional Notes:
This position is temporary and may be limited to internal candidates. It is subject to local recruitment, meaning that applicants must be authorized to work in Ethiopia. The role does not offer allowances or benefits typically associated with international recruitment. The United Nations is committed to achieving gender balance and encourages female candidates to apply. The selection process may include a substantive assessment followed by a competency-based interview. Candidates must adhere to the highest standards of integrity and efficiency, and any violations of law" style="border-bottom: 1px dotted #007bff !important;">international law or misconduct may disqualify them from consideration.