Meetings Services Assistant

This position is located in the Disarmament and Peace Affairs Branch (DPAB) in the General Assembly Affairs and ECOSOC Affairs Division (GAEAD) of the Department for General Assembly and Conference Management (DGACM) in New York. The Meetings Services Assistant reports to the Chief of the Disarmament and Peace Affairs Branch.

Responsibilities

Under the supervision of the Chief, the incumbent is responsible for the following duties:

• Assisting in drafting procedural notes for the presiding officers of assigned meetings.
• Undertaking research and providing reference materials for preparation of briefs, notes and statements.
• Ensuring that all required services, including the availability and distribution of documents and personnel are available in order for meetings to convene according to the schedule.
• Ensuring that all preliminary logistic arrangements are made in advance for the efficient conduct of meetings, in in-person, hybrid and virtual formats.
• Preparing floor plans of seating arrangements in accordance with meeting requirements and UN protocol.
• Drafting announcements for publication in the United Nations Journal.
• Organizing and participating in preparatory coordination meetings with relevant offices and delegations regarding procedural and organizational arrangements for meetings.
• Making arrangements for video and teleconference activities.
• Maintaining and updating filing and reference system.
• Servicing meetings to ensure the proper conduct of meetings in accordance with the rules of procedure of the General Assembly or ECOSOC, customary protocol and established practice.
• Drafting and circulating correspondence and notes.
• Responding to queries from delegations and Secretariat members.
• Organizing and coordinating meetings between the Director and representatives of Member States and Secretariat officials.
• Providing guidance/training, as needed, to junior staff.
• Participating in the recruitment and training of temporary assistants and interns.
• Assisting in maintaining the list of speakers.
• Assisting in supporting meetings held away from Headquarters, as required.
• Performing other duties as required.

Education

• High school diploma or equivalent is required.

Job – Specific Qualification

• Advanced organizational skills and attention to detail, as well as excellent written and verbal communication skills are required.

Work Experience

• A minimum of seven years of experience in conference support and meetings servicing or related area is required. Experience in using electronic programmes, databases and documentation management software is required. Experience working in an international organization, including in the field of administration is desirable.

Languages

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

Source: https://careers.un.org/jobSearchDescription/234797?language=en