Meetings Services Assistant

Job Posting Organization:
The United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) was established to promote sustainable and inclusive development and enhance regional connectivity in the Asian and Pacific region. As a regional development arm of the United Nations Secretariat, ESCAP supports its member states through policy-oriented research, normative support, technical assistance, and capacity building to address development priorities and adapt to the changing needs of the region. The organization operates across multiple countries in Asia and the Pacific, with a mission to foster cooperation and collaboration among its member states to achieve sustainable development goals.

Job Overview:
The Meetings Services Assistant position is integral to the Conference Management Unit within the Division of Administration at ESCAP. The role involves supporting the organization and execution of meetings and conferences at the United Nations Conference Centre in Bangkok. The incumbent will work closely with various substantive offices and clients to ensure smooth registration processes and provide necessary information and training regarding the use of conference facilities. The position requires a proactive approach to managing meeting logistics, including setting up meeting rooms, issuing badges, and assisting with data collection and reporting. The assistant will also coordinate with local vendors for additional services and contribute to the preparation of visual materials and information dissemination. This role is essential for maintaining the high standards of professionalism and client orientation expected in a UN environment, ensuring that all meetings are conducted efficiently and effectively.

Duties and Responsibilities:
The Meetings Services Assistant will be responsible for a variety of tasks, including but not limited to: preparing and supporting registration for all meetings and conferences at the UNCC, coordinating with substantive offices and clients, issuing meeting badges, collecting and analyzing data related to registered participants, setting up meeting rooms for various types of meetings, replacing senior staff as needed, providing guidance to new and temporary staff, assisting officials and delegates with meeting-related matters, coordinating with local vendors for conference services, and updating information materials such as web pages and brochures. The assistant will also perform other related duties as required, demonstrating flexibility and adaptability in a dynamic work environment.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree may be accepted in lieu of three years of required experience. The position requires a minimum of three years of experience in general office support or a related area, with at least one year of experience if the candidate holds a first-level university degree. Experience in planning and organizing intergovernmental meetings, particularly in a hybrid format, is essential. Familiarity with conference support and data analytics is desirable, as is experience with Enterprise Resource Planning software and working within the United Nations Common System or similar international organizations.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree may have their experience requirements reduced to one year, allowing for a more diverse pool of applicants. This flexibility in educational background aims to attract individuals with varying levels of formal education while ensuring they possess the necessary skills and experience for the role.

Experience:
The ideal candidate should have a minimum of three years of relevant experience in general office support or a related field. If the candidate has a first-level university degree, only one year of experience is required. Experience in organizing intergovernmental meetings, especially in a hybrid format, is crucial. Additional desirable experience includes conference support, data analytics, and familiarity with Enterprise Resource Planning software. Experience within the United Nations system or similar international organizations is also advantageous, as it provides insight into the unique operational environment of the UN.

Languages:
Fluency in English is mandatory for this position, as it is one of the working languages of the United Nations Secretariat. Fluency in Thai is desirable, reflecting the local context of the position. Knowledge of another UN official language is considered an advantage, enhancing the candidate's ability to communicate effectively in a multilingual environment.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work in Thailand. The initial appointment is for a period of one year, with the possibility of extension based on satisfactory performance and availability of funds. The role is classified under the General Service category, and applicants must be locally available upon appointment. The United Nations emphasizes the importance of diversity and inclusion in its recruitment process, ensuring that all candidates are considered without discrimination based on gender identity, sexual orientation, race, or other factors. Reasonable accommodations may be provided for applicants with disabilities to support their participation in the recruitment process.