Meeting 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 advocate for Africa's position on global governance issues. The organization focuses on advancing knowledge, economic diversification, and social inclusion, and it plays a crucial role in regional and transboundary challenges. UNECA is headquartered in Addis Ababa, Ethiopia, and employs a diverse workforce committed to the development of the continent.

Job Overview:
The Meeting Services Assistant position is situated within the Publications and Conference Management Section (PCMS) of the Publications, Conference and Knowledge Management Division (PCKMD) at UNECA. The role involves supporting the organization and management of meetings and conferences, ensuring that all procedural and logistical aspects are handled efficiently. The incumbent will work under the guidance of the Chief of PCMS and will be responsible for producing daily and weekly programs, preparing official documentation, and maintaining accurate records of meetings. The position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders to ensure the smooth operation of conferences and meetings. The assistant will also be involved in data analysis and reporting, contributing to the overall effectiveness of the division's operations.

Duties and Responsibilities:
The Meeting Services Assistant will undertake a variety of responsibilities, including but not limited to: producing daily and weekly programs for assigned committees and meetings; preparing official documentation in multiple languages; informing relevant parties of changes in meeting schedules; ensuring compliance with UN document standards; assisting in the voting and election processes; maintaining accurate attendance records; preparing seating arrangements; drafting routine correspondence; coordinating video and teleconference activities; managing filing systems; responding to queries; providing guidance to junior staff; preparing financial reports; and supporting the supervision of catering services for events. The role demands attention to detail, organizational skills, and the ability to manage multiple tasks simultaneously.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree or higher is preferred, which may reduce the required work experience. The ideal candidate should have a strong understanding of conference policies and procedures, excellent organizational skills, and the ability to work under pressure. Proficiency in data analysis and familiarity with SAP (ERP system) is desirable. The candidate should demonstrate professionalism, teamwork, and effective planning and organizing skills.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher will be given preference, as this may reduce the required years of relevant experience. Educational qualifications should ideally be in a field related to conference management, administration, or a similar area.

Experience:
A minimum of five years of experience in conference support or a related area is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to three years. Experience in data analytics or a related field is also desirable, as is familiarity with SAP (ERP system). Candidates should have a proven track record of managing conference logistics and supporting organizational goals effectively.

Languages:
Fluency in oral and written English is required for this position, as English and French are the working languages of the United Nations Secretariat. Knowledge of another official UN 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 candidates must be residents of Ethiopia or within commuting distance of the office. Staff members recruited locally are not eligible for international recruitment benefits. The United Nations is committed to achieving gender balance and encourages female candidates to apply. The organization emphasizes the importance of diversity and inclusion in its workforce and provides reasonable accommodations for applicants with disabilities. The recruitment process is free of charge, and candidates are advised to apply online as soon as possible.