Meetings Services Assistant, G6 at Department for General Assembly and Conference Management DCS Nairobi

Responsibilities
Planning and organization of meetings:

• Receives and verifies parameters and amend Meetings Requests forms from the requesting offices.
• Advises clients on optimal requirements keeping in mind cost and meeting room utilization efficiency and proposes alternative arrangements when original requirements cannot be met.
• Allocates and books available conference rooms for dates specified keeping in mind cost and meeting room utilization efficiency.
• Responsible for updating meeting requests records in gMeets, aiming at producing accurate and credible schedules, lists of requirements and room utilization and other reports.
• Electronically circulates the requests and lists of requirements to Translation and Editorial Section (TES), Interpretation Section (IS), Documents Control Unit (DCU) and Information Technology Unit (ITU) for their action as appropriate.
• Informs other relevant offices in the UN as well as contractors of requirements and services that require their attention or action.

Meetings servicing:

• Responsible for inputs, updates & amendment in gMeets of data on meetings servicing requirements; In consultation with superiors, responsible for meeting room allocation.
• Responsible for timely and accurate posting of daily meeting schedule in digital signage system.
• Responsible for meeting calendar data integrity and its timely posting to the UNON Web site.
• Prepares seating arrangements and name plates for meetings in accordance with meetings requirements and UN Seating protocol.
• Responsible for the verification of meeting needs and services (name plates, voting equipment, and other requirements), making sure they are in place before meetings starts.
• Checks that interpreters, technical services staff, messengers and report writers are available in the Room before meetings starts.
• Assist delegates to identify their seats and that all requirements are in place.
• Coordinates the distribution of meetings documents (in-session) to the interpreters and report writers.
• Obtains text of statements from members of delegations for distribution to the Report writers, interpreters.
• Distributes approved informal texts and conference room papers to delegations in accordance with relevant regulations and procedures.
• Maintain an accurate list of speakers and the countries they represent during the course of the debates.
• Prepares files containing the list of speakers, texts of statements and any other documents for the secretariat and the report writers.
• Trains and supervises short term meeting room clerks and other meeting services staff.

Billing, invoicing, room utilization statistics and other general office administration:

• Responsible for timely and accurately reporting on services rendered and consumables usage to the relevant unit in DCS for invoice processing.
• Aiming at reporting on meeting room utilization statistics, responsible for capturing accurate data of meetings serviced directly or collecting it from supervised short-term staff.
• Responsible for timely entering of captured statistical data into gMeets via the CS4 procedure.
• Produces room utilization statistical reports as requested for the division’s reporting to the Committee on Conferences among others.
• 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 may be assigned

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; 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; takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing other's ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts following final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishment and accepts joint responsibility for team shortcomings.
• 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 clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timelines for delivery of products or services to clients.

Education

• Completion of high school diploma or equivalent is required.
• Supplementary training in business administration, conference management, project/programme management or information technology is required.

Work Experience

• At least seven (7) years of work experience in meetings management in the UN System or similar international organization is required.
• The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
• Experience in the use of MS Office and data bases applications 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 the post advertised, fluency in English is required. Knowledge of another United Nations Official language is desirable.