Meetings Services Assistant

Org. Setting and Reporting

This position is located in the Convention Support Section (CSS), Corruption and Economic Crime Branch (CEB), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will work under the direct supervision of the Chief of the Convention Support Section. For more information on UNODC, please visit the website: www.unodc.org

Responsibilities

The incumbent will perform the following specific duties: • Provide support for the preparation, organization and servicing of the meetings of the United Nations Convention against Corruption (UNCAC) Conference of the States Parties and its subsidiary bodies: handle registration of meeting participants and prepare the provisional and final list of participants according to UN procedures and guidelines,update mailing lists of invitees, make travel arrangements for meeting participants, prepare “Information for Participants”, provide assistance to participants related to visa, travel and courtesy passes, liaise with other units as required, provide support to the Secretariat and delegations. • Assist in the organization and coordination of preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned meetings/conferences; • Assist with monitoring the progress and provide support to the Implementation Review Mechanism of UNCAC, including planning and logistics of country visits. • Undertake research and provide reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences. • Initiate, review, process and follow up on actions related to the administration of the Section’s human resource activities, e.g. recruitment of staff and personnel, including completing tasks relating to the Inspira-based recruitment system such as creating job openings, organizing written tests, organizing interviews, preparing preliminary and final assessments, etc.; oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements, ensuring consistency in the application of UN rules and procedures. • Provide administrative coordination of programme implementation activities: involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative and financial actions, (e.g. training/study tours, travel requests and arrangements, authorization of payments, disbursement of funds, submission of claims, budget follow-ups, requisition/procurement of equipment and services, including processing of consultancy contracts, etc.). • Assist 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. • Assist with visualizations and updating information material such as web pages or brochures. • Perform other work-related duties as required.

Competencies

• Professionalism: Is able to research, select, organize and summarize information required for the preparation of meetings. Has the ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Is able to perform analysis, modelling, 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. 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. • 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; shares credit for team accomplishments 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 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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of five years of experience in conference or administrative support or related area is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Work experience with an Enterprise Resource Planning (ERP) software is required. Work experience with SAP-based (e.g. the in-house Umoja) applications (in particular travel, procurement), or similar business process systems is desirable. Of the minimum years of experience, at least two years providing direct support to intergovernmental meetings and processes is desirable. Work experience in liaising with external stakeholders, especially institutional counterparts, is desirable. Work experience in an international organisation or within the United Nations System 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.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

This is a project post. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.