United Nations Office at Nairobi Meetings Services Assistant Jobs in Kenya

United Nations Office at Nairobi Meetings Services Assistant Jobs in Kenya

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General.

UNON supports programme implementation of the United Nations Environment Programme (UNEP), the Resident Coordinator System (RCS) and the United Nations Human Settlements Programme (UNHabitat) globally, as well as other United Nations offices in Kenya, by providing administrative, conference and information services

This position is in the Meetings Management Unit (MMU), Planning and Coordination Section, Division of Conference Services (DCS), Nairobi duty station. Under the direct supervision of the Chief (MMU) and within delegated authority, the incumbent will perform the following duties.

Responsibilities

• 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.
• 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.
• Assists in the voting and election process by distributing and collecting ballots and the preparation of tabulation of voting patterns.
• Prepares monthly statistics on meetings held at headquarters and offices away from headquarters.
• Prepares for committees and meetings/conferences to be held away from Nairobi, other UN Offices or Regional Commissions, coordinates with substantive offices
• Drafts routine correspondence for signature.
• Makes arrangements for and coordinate video and teleconference activities at Nairobi.
• Maintains filing and reference system of procedures and reference materials for 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 programme of meetings.
• Provides guidance/training, as needed, to temporary assistants and junior staff.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter.

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;

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

Completion of High school diploma or equivalent is required. Additional training in conference services, proficiency in Microsoft office applications, emails and database management or related field is desirable.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat.

Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

Work Experience

A minimum of five (5) years of relevant working experience in meetings planning, conference support, library work or related areas is required.

Experience in dealing with United Nations or other international organizations policies, procedures and practices relating to conferences and meeting services is desirable.

One (1) year or more of experience in data analytics or related area is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For this post advertised, fluency in oral and written English is required.

Knowledge of another official United Nations language is desirable.


How to Apply

For more information and job application details, see; United Nations Office at Nairobi Meetings Services Assistant Jobs in Kenya

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