Meetings Services Assistant

Job Advertisement

Position Title: Meetings Services Assistant
Location: New York
Country: United States
Deadline Date: Not specified

Job Details

Job Posting Organization:
The position is located within the Secretariat of the Advisory Committee on Administrative and Budgetary Questions (ACABQ), which is a subsidiary body of the United Nations General Assembly. The ACABQ is responsible for examining the administrative and budgetary aspects of the work of the United Nations and making recommendations to the General Assembly. The organization aims to ensure that the UN operates efficiently and effectively, maintaining high standards of accountability and transparency in its financial operations. The ACABQ plays a crucial role in the governance of the UN's budgetary processes, ensuring that resources are allocated appropriately to meet the organization's goals. The UN, established in 1945, operates in multiple countries and employs thousands of staff members worldwide, working towards international peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation.

Job Overview:
The Meetings Services Assistant is tasked with organizing and coordinating meetings for the ACABQ, ensuring that all procedural and organizational arrangements are in place for the Committee's sessions. This role involves drafting procedural notes for the Committee's leadership, ensuring that all necessary services such as venue, interpretation, and documentation are available for meetings to convene as scheduled. The assistant will also maintain reference materials and background documents, report on committee proceedings, and produce daily and weekly programs for distribution. The position requires liaising with various UN bodies and maintaining a database of meetings, which includes tracking interpretation requirements and other relevant information. The Meetings Services Assistant will also prepare seating arrangements and assist with travel arrangements for Committee members, ensuring that all logistical aspects of meetings are handled efficiently. This role is critical in supporting the smooth functioning of the ACABQ and its meetings, contributing to the overall effectiveness of the UN's administrative processes.

Duties and Responsibilities:
The Meetings Services Assistant will be responsible for a variety of tasks, including: organizing and coordinating meetings with relevant offices and delegations; drafting procedural notes for the Committee's leadership; ensuring all required services are available for meetings; utilizing ODS to track and download documents; maintaining reference materials and background documents; reporting on committee proceedings; producing daily and weekly programs; assisting in the preparation of schedules and agenda items; liaising with the Secretariat and other UN bodies; maintaining a database of meetings; conducting research and providing documentation for intergovernmental bodies; ensuring reports meet UN document standards; preparing seating arrangements; coordinating logistics for meetings held away from Headquarters; supporting Committee members with travel arrangements; drafting correspondence; maintaining filing systems; and performing other administrative duties as required.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Additionally, a minimum of seven years of experience in conference support and meetings servicing, or a related area, is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years. At least three years of this experience must be in servicing intergovernmental meetings. Proficiency in using documents and meetings management systems is essential, and experience within the United Nations or similar international organizations is desirable. Familiarity with travel arrangements for officials and experience with ERP systems like SAP or Umoja is also advantageous. Experience in data analytics or related areas is a plus.

Educational Background:
A high school diploma or equivalent is required for this position. While no specific higher education qualifications are mandated, candidates with a first-level university degree or higher will have a reduced experience requirement, indicating that further education is beneficial for applicants seeking to enhance their qualifications.

Experience:
The position requires a minimum of seven years of relevant experience in conference support and meetings servicing. This requirement is reduced to five years for candidates who hold a first-level university degree or higher. Out of the total experience, at least three years must be specifically in servicing intergovernmental meetings. Candidates should also have experience with document and meetings management systems, and familiarity with the UN or similar international organizations is preferred. Additional desirable experience includes organizing travel for officials and utilizing ERP systems related to travel management.

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of another official UN language, such as French, is considered an advantage and may enhance a candidate's profile.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in New York. Candidates selected from outside the duty station will be responsible for their relocation expenses. Local recruits are not eligible for allowances or benefits that apply exclusively to international recruits. The UN emphasizes the importance of efficiency, competence, and integrity in its recruitment process, and all employment decisions are made based on qualifications and organizational needs. The organization is committed to diversity and inclusion, ensuring equal opportunities for all candidates regardless of gender identity, sexual orientation, race, or other backgrounds. The UN Secretariat is a non-smoking environment, and reasonable accommodations may be provided for applicants with disabilities. Candidates should follow all application instructions carefully and provide accurate information to be considered for the position.