United Nations Meeting Services Assistant Jobs in Ethiopia

United Nations Meeting Services Assistant Jobs in Ethiopia

Org. Setting and Reporting

ECA's mission, objective and strategic directions:

ECA's 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 in Addis Ababa, Ethiopia.

The Meeting Services Assistant works under the direct supervision of the Chief of the Conference Management and Interpretation Unit and overall supervision of the Chief Publications and Conference Management Section in PCKMD.

Responsibilities

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

• Produces daily and weekly programme of assigned committees and meetings/conferences prepared by senior staff for distribution.
• Prepares and organizes sets of official documentation in the document booth, in the six official languages, for distribution in the conference room.
• Informs relevant offices/persons of changes in the daily programme of committees and meetings/conferences.
• Ensures the distribution of procedural notes for the chairpersons of assigned 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 committees and meetings/conferences.
• Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of 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 committees and meetings/conferences meet the UN document standards and coordinates with the documents control office for reproduction of reports.
• Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
• Prepares monthly statistics on meetings held at headquarters and offices away from headquarters.
• Prepares for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinates with substantive offices, and prepares cost estimates.
• Drafts routine correspondence for signature.
• Makes arrangements for and coordinate video and teleconference activities at headquarters.
• Responds to queries from delegations and the Secretariat.
• Provides guidance/training, as needed, to temporary assistants and junior staff.
• Processes recruitment of short-term language staff and their entitlements by sending request for availability, sending confirmations, drafting recruitment memos, preparing letters of offers, raising travel authorizations, making all logistics arrangements for visas, hotels and transportation;
• Processes and follow-ups payment of salary and Daily Subsistence Allowance (DSA) for short-term language staff and support staff;
• Participates in in-session servicing by ascertaining availability of all interpreters including equipment at the venue, providing interpreters with relevant documentation (meeting documents, presentations, and speeches), making sure that water is available in the booths; typing daily roster during meeting; monitoring time an attendance for each interpreter;
• Maintains a list of meetings serviced indicating names of interpreters and translators recruited for each event and their payments status and maintains databases of freelance interpreters and translators and their respective files;
• Undertake clients satisfaction surveys on performance of interpreters, analyze data and share results with management;
• Performs other duties as required.

Competencies

Professionalism:

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.

Teamwork:

Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position.

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.

Education

High school diploma or equivalent is required.

A bachelor's degree in administration or office management or related fields is an advantage.

Work Experience

At least five years of progressively responsible in the area of conference services is required.

Experience in management of short-term language staff including freelance interpreters is desirable.

Languages

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

How to Apply

For more information and job application details, see; United Nations Meeting Services Assistant Jobs in Ethiopia

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