United Nations Economic Commission for Africa Meeting Services Assistant - Jobs in Ethiopia

United Nations Economic Commission for Africa Meeting Services Assistant - Jobs in Ethiopia

Org. Setting and Reporting
The Economic Commission for Africa’s (ECA) mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063.

The mission will be guided by ECA’s five strategic directions which are: advancing ECA’s position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent’s problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa’s position at the global level and developing regional responses as a contribution to global governance issues.

This position is located in the Publications & Conference Management Section (PCMS) within the Publications, Conference and Knowledge Management Division (PCKMD) at the United Nations Economic Commission for Africa, Addis Ababa. The Meeting Services Assistant works under the direct supervision of Chief of the Conference Management and Interpretation Unit and overall supervision of Chief Publications and Conference Management Section in PCKMD.

Responsibilities
Within delegated authority, the Meetings Services Assistant will be responsible for the following duties:

• Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned committees and meetings/conferences.
• Assists in drafting procedural notes for the chairpersons of assigned committees and meetings/conferences.
• Ensures that all required services, including the availability and distribution of documents, and personnel are available in order for committees and meetings/conferences to convene according to the schedule.
• Utilizes E-Dritis and ODS to track the status of and download documents.
• Organizes and maintains reference material and background documents, including resolutions and decisions of main organs, in documents booth.
• Reports on the proceedings of committees and meetings/conferences and submit reports, if required, to the supervisor.
• Produces daily and weekly programme of assigned committees and meetings/conferences/conferences prepared by senior staff for distribution.
• Supervise, as needed, the voting and election process and the preparation of tabulation of voting patterns.
• Assists in the preparation of the preliminary list and annotation of agenda items and daily material concerning the proceeding of committees and meetings/conferences.
• Prepares list of participants.
• Maintains a database of meetings based on requests and publishes the list indicating the interpretation requirements, venue, date and other relevant information, on a monthly basis.
• Prepares monthly statistics on meetings held at headquarters and offices away from headquarters.
• Determines the material and human resources requirements of meetings and prepares the cost estimates for consideration by the requesting office.
• Allocates conference facilities and meeting rooms.
• Moderating over RSI platforms, including testing with online participants, giving the floor and basic troubleshooting over the chat function and on Signal
• Maintains an accurate record of speakers and/or an attendance record and coordinate with delegations on their position on the list of speakers.
• Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences.
• Ensures reports of committees and meetings/conferences meet the UN document standards and coordinate with the documents control office for reproduction of reports.
• Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
• Attends coordinating/planning meetings, representing the Unit/Section regarding organizational arrangements for special committees and meetings/conferences and updates files accordingly.
• Prepares for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinates with substantive offices and, and prepares cost estimates.
• Drafts correspondence and notes for signature.
• Maintains and updates filing and reference system regarding procedures and reference materials for committees and meetings/conferences.
• Responds to queries from delegations and Secretariat.
• Replaces, as needed, senior staff in related functions.
• Participates in the recruitment of temporary assistants and schedules and supervises their work.
• Provides guidance/training, as needed, to junior staff.
• Performs other duties as required.

Competencies
• Professionalism: Knowledge of the Organization’s conference policies, procedures and practices. Ability to research, select, organize and summarize information required for the preparation of meetings. 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.

• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from 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.

• Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

High school diploma or equivalent is required.

A bachelor's degree in administration, office management or a related field is desirable.

Job - Specific Qualification
Passing the UN's Global General Services Test (GGST) is required. Please refer to the Special Notice section for additional information about the GGST.

Work Experience
A minimum of seven (7) years experience in conference support or related area is required.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.

Assessment
Evaluation of qualified candidates may include a substantive assessment which may be followed by a competency-based interview.



How to Apply
For more information and job application details, see; United Nations Economic Commission for Africa Meeting Services Assistant Jobs in Ethiopia

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