This position will be temporarily vacant for a period of five months. This position is located in the Conference Services Unit, Office of the Executive Secretary. The Senior Meeting Services Assistant reports to the the Chief of Office of the Office of the Executive Secretary.
The Economic Commission for Latin America and the Caribbean is one of the five regional Commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region’s economic and social development. Its mission includes the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at www.eclac.org for further information.
Responsibilities
Under the supervision of the Secretary of the Commission, the Senior meeting service assistant is responsible to coordinate and supervise the Conference Service Unit and management of facilities and related services for ECLAC’s official meetings including conferences, forums, roundtables, seminars, press conferences, and other special events and of other meetings that are either sponsored by ECLAC or those in which ECLAC lends its conference rooms in Santiago, Chile and in other countries of the region.
1. supervises organizes and coordinates all basic services for conference services in general:
a) prepares and maintains updated calendars of events for ECLAC intranet and external website;
b) contains updated database of all meetings with relevant details such as date, venue, requirements, participants, confirmations et cetera;
c) prepares monthly statistics of all ECLAC related events in Santiago and elsewhere and provides input to institutional reports were required;
d) Prepares invitations to all ECLAC-related events and supervises their distribution;
e) contacts hotels in Santiago and in the region to negotiate preferential rates for ECLAC staff members and other participants in ECLAC events;
f) makes hotel reservations for participants consultants and special guests in Santiago and for ECLAC secretariat when traveling abroad;
g) provides logistical information for participants at events in Santiago and for staff when traveling abroad;
h) coordinates transportation for events as necessary;
i) maintains and continually updates a list of qualified certified interpreters working in the region. Contacts, selects and contracts interpreters as necessary for events in Santiago and in the region;
j) supervises technology of conference services (audio, visual, digital, etc.) and suggests upgrades as warranted;
k) requests temporary assistant when necessary and schedules and supervises the work;
l) trains and provides supervision to new and lower level staff in the unit;
m) provides information and or training when applicable to secretaries and support staff regarding request and use of conference rooms, protocol, etc.;
n) 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;
o) Assists with visualizations and updating information material such as web pages or brochures;
p) performs other duties as required.
2. Supervises, organizes and coordinates specific services for ECLAC events is Santiago:
a) maintains an efficient and effective system of scheduling and distributing ECLAC conference rooms according to the importance of the event, number of participants and specific requirements;
b) coordinates video conferences and teleconferences in Santiago;
c) determines the material and human resources requirements of meetings and prepares cost estimates for consideration by the requesting office;
d) provides material and support for participant registration;
e) coordinates with ECLAC security and with government authorities on protocol and security issues related to general visits and high-ranking visitors;
f) makes seating arrangements for the conference rooms;
g) organizes and supervises luncheons, cocktails and coffee breaks for meetings and for official visitors to the secretariat, including selection of caterers and/or menus. Making seating arrangements for official meals when necessary;
h) is present in conference rooms during events to anticipate and resolve problems that might arise and assure that all services are functioning;
i) drafts letters and general correspondence for the signature of the secretary of the Commission;
j) coordinates with General Services cleaning and maintenance of all conference rooms;
k) maintains inventory of conference services unit supplies and equipment such as projectors computers, sound and interpretation equipment, cameras, batteries, CD’s, DVD’s, flags, kitchen equipment, water glasses and jugs, nameplates, identification cards, invitation cards, etc., and requests repairs, upgrades or replacements when necessary.
3. Supervises, organizes and coordinates services for all ECLAC related meetings and events in the region:
a) prepares annexes for agreements between ECLAC and host countries for meetings, requesting conference rooms and related workspace, offices furniture, equipment (computers, printers, telephones, sound and interpretation equipment, photocopiers, etc.), office materials and medical and other services;
b) assists the Secretary of the Commission in visiting host country, when required in order to evaluate the locally available facilities and coordinate meeting organization with national authorities and local service providers to assure that UN protocol and procedure be followed and that infrastructure will be adequate for conference room and related services setup (document distribution and printing capability, editorial services, etc.). Coordinates distribution and training of local staff to be provided by host country, visa requirements, entrance facilities and hotel reservations for participants, local transportation, security measures, social events, etc.;
c) selects, arranges for delivery or hand-carries to conference site all conference room-related materials, including flags, name plates, block and gavel, stationary, door signs, etc.;
d) prepares floor plan of seating arrangements in accordance with meeting requirements UN protocol;
e) during the meeting serves as Conference Officer to assure proper functioning of all conference services in close coordination with other ECLAC participants, country focal points and local service providers;
f) supervises staff assigned to the meeting room to assure proper functioning of audio and visual services, official document distribution, speakers identification cards, etc.;
• 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.
Competencies :
• Professionalism: The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.
• Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• 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.
NOTE: For positions in the General Service category, candidates are required to clearly indicate in their Applicant Profile (AP) relevant information confirming completion of High School.
Work Experience
At least ten (10) years of progressively responsible experience in the organization or coordination of conference or related services (meetings, travel, documents, governments, etc.) is required.
Experience in the provision of meetings services to international organizations and/or its subsidiary bodies or an inter-governmental organization is desirable.
Experience with managing documents and meetings management databases and with tracking systems is required.
One year (1) or more of experience in data analytics or related area is desirable.
Experience in dealing with United Nations or other international organizations policies, procedures and practices relating to conferences and meeting services is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this position fluency in English and Spanish (both spoken and written) is required. Knowledge of another UN official language is desirable.
NOTE: ‘Fluency’’ equals a rating of ‘’fluent’’ in all four areas (speak, read, write, and understand)
Assessment.
Applicants will be assessed based on the information provided in their PHPs. Short-listed applicants might be contact by the Hiring Manager for further assessment.
Special Notice.
– This position will be temporarily vacant for a period of five months.
– While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
– Appointment for positions in the General Service category is done on a local basis. Applicants shall be recruited in the country or within commuting distance of the office, irrespective of nationality and length of time the candidate may have been in the country. Applicants will be responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer.
– A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade.
– A staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.
– Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.
– The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15. Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position.
– The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
– For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.
– The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
– 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.
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