Assistant Job at the United Nations, New York

Position title: Meeting Services Assistant at the Department of Political Affairs and Peacebuilding

About role

In addition to reporting Senior Political Affairs Officer, the  incumbent will perform the following functions

• Produces daily and weekly program of assigned Security Council committees and meetings/conferences prepared by senior staff for distribution.
• Prepares and organizes sets of the official documentation, in the six official languages, for distribution in the conference room.
• Similarly, informs relevant offices/persons of changes in the daily program of Security Council committees and meetings/conferences.
• Ensures the distribution of procedural notes for the chairpersons of assigned Security Council committees and meetings/conferences.
• Assists in the preparation of the preliminary list and annotation of agenda items, the list of participants, and daily material concerning the proceeding of Security Council committees and meetings/conferences.
• Undertakes research and also provides reference materials for the preparation of briefs, notes, and statements for the chairperson of Security Council committees and meetings/conferences.
• Maintains an accurate record of speakers and/or an attendance record and coordinate with the Secretariat, verbatim reporters, and delegations on their position on the list of speakers.
• Ensures that reports of Security Council committees and meetings/conferences meet the UN document standards and coordinates with the documents control office for the reproduction of reports.
• Prepares a floor plan of seating arrangements in accordance with meeting requirements and UN protocol. Also, prepares monthly statistics on meetings held at headquarters.
• Prepares for Security Council committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions coordinates with substantive offices and prepares cost estimates.

Additional duties

• Drafts routine correspondence for signature. Also, makes arrangements for and coordinate video and teleconference activities at headquarters.
• Similarly, maintains filing and reference system of procedures and reference materials for Security Council committees and meetings/conferences.
• Responds to queries from delegations and the Secretariat.
• Replaces, as needed, senior staff responsible for room reservations and the electronic distribution of the daily program of meetings.
• Provides guidance/training, as needed, to temporary assistants and junior staff.
• Furthermore, performs other duties as required.

Requirements

In order to be fit for the position, the incumbent must perform the following qualifications

• High School diploma or equivalent qualification.
• In addition to that, at least five years of progressively responsible experience in conference support, including directly relevant experience within the UN system or another international organization or a national administration in meetings management.
• Experience in meetings programming and servicing and statistical reporting preferred.
• Fluency in English and however, additional knowledge of any other UN official language is an asset.
• Strong planning, organizing, interpersonal as well as teamwork skills.