Org. Setting and Reporting
This position is located in the Meetings Servicing Unit, Meetings Management Section (MMS), Central Planning and Coordination Service (CPCS), Division of Conference Management (DCM), Department for General Assembly and Conference Management, Geneva. The incumbent reports to the Chief of Unit.
Under the overall guidance of the Chief of Unit, the incumbent will be responsible for the following duties:
- Takes note of the daily programme of meetings, verifies any changes and adapts accordingly;
- Participates in the setting up of conference rooms, prepares and arranges nameplates according to individual room charts;
- Opens conference rooms and verifies that the rooms have been cleaned, checks logistic details prior to meeting;
- In case of virtual/hybrid meeting, contacts client Secretariat to obtain all useful documentation for distribution to the precis-writers, interpreters and press officers, uploads all unofficial documents to be electronically available;
- Controls the entrance to meetings taking place and provides information to participants on the organization of the conference;
- Liaises with the secretariat of the meeting, conference assistants, participants and interpreters;
- Liaises with services concerned in connection with technical problems encountered (headphones, microphones etc.);
- Distributes conference documents to interpreters;
- Liaises with concerned services regarding the end of meetings, informs all concerned of the schedule the following day;
- Ensures that meeting room is cleared, and takes items left behind to the Safety and Security Section;
- Prepares meeting rooms for following day;
- Performs other related duties as required.
Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. Commitment to implementing the goal of Gender Equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
PLANNING AND ORGANIZING:
Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.
Considers all those to whom services are provided to be “clients” and seeks to see things from the clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.
High school diploma or equivalent is required. Must have succesfully passed GGST or ASAT.
At least one (1) year of experience in general office support or related area is required.
Experience in servicing meetings or conferences preferable in the United Nations or other International organizations is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English or French and knowledge of the other is required. Knowledge of another UN official language is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
- This position is on a When Actually Employed (WAE) basis.
- The duration of need for this temporary job opening is for an initial period of six months, with the possibility of extension. The maximum number of days that may be worked in the six-month period should not exceed four and one half months and will be intermittent in nature.
- This position is limited to local recruitment, hence, candidates must reside within commuting distance to the United Nations Office at Geneva. Selected candidates must ensure that he/she will be available at short notice for work assignments.
- Candidates should have no expectation of any fixed term appointment possibility after the end of this temporary assignment.
- If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment. Subsequent to the initial temporary appointment, new and successive temporary appointments may be granted for service in the same office or in a different office any number of times, for any duration, provided that the length of service does not exceed the period of 364 calendar days.
- Passing the United Nations Administrative Assessment Support Test (ASAT) or the Global General Service Test (GGST) in English or French at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
- A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.
- All TJOs in the General Service and related categories, at the levels GS-5, GS-6 and GS-7 shall be open only to internal staff members at the respective duty station holding a Fixed-Term Appointment, Continuing Appointment or Permanent Appointment.
- When a qualified internal staff member cannot be identified, the hiring manager may submit a request for an exception for selecting an external candidate (including a staff member holding a temporary appointment). Such requests must be substantiated and submitted to the respective Recruitment focal point who in turn will review for transmittal to OHRM.
- In addition, all new entry-level recruitment in the General Service and related categories, for positions at the GS-4/TC-3/S-2/ PIA I levels and below, irrespective of the source of funding, will only be granted Temporary Appointments.
- Vacancies at these levels are open to both internal and external candidates, including staff members on temporary appointments. However, priority consideration will be given to serving staff members holding Fixed-Term Appointments followed by those holding Temporary Appointments.
- New external candidates will only be considered when a serving staff member holding a Fixed- Term or Temporary Appointment cannot be identified. Selection of a new external candidate requires the approval of OHRM. No entry level Fixed- Term Appointments will be granted to new external candidates.
- While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
- An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1
- For more details on the Administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.For information on special post allowance, please refer to ST/AI/1999/17. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of International Human Rights law, violations of international Humanitarian Law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across Duty Stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.