Associate Conference Services Officer at United Nations Office at Nairobi (UNON)

This post is located in the Planning and Coordination Section, Division of Conference Services.

Under the supervision of the Chief, Planning and Coordination Section and within delegated authority, the incumbent will be responsible for the following duties:

Responsibilities

1. Evaluates incoming meeting requests requirements, provides advice to meeting requestors as applicable.
2. Ensures that requirements of the meetings in terms of services and facilities are met as requested by the servicing and technical departments are met.
3. Submits requirements for preparation of cost estimates and submits cost estimates to meeting requestors. Monitors variations of requirements and related cost estimates versions and approve meeting requests.
4. Informs interested services of requirements and their variations at the time of delivery.
5. Negotiates and resolves problems arising in scheduling and servicing of meetings.
6. Schedules additional and urgent meetings and ensures servicing these meetings by evaluating their needs and availability of additional resources required.
7. Performs other related duties as required.

Competencies

1. PROFESSIONALISM: 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.
2. PLANNING AND 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.
3. 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

A first-level degree (Bachelor’s or equivalent) in business administration, management or related fields is required. Candidates for this position must have passed the United Nations Young Professional Programme Examination (YPP), the United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).

Work Experience

1. A minimum of two (2) years of progressively responsible experience in administration, conference management or related field. (No experience is required for candidates who have passed the United Nations National Competitive Recruitment Examination.)
2. Experience in interacting with Government Officials is desirable.

Languages

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

NOTE: 'Fluency' equals a rating of 'fluent' in all four areas (speak, read, write and understand) and 'Knowledge of' equals a rating of 'confident' in two of the four areas.

Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This is a temporary Job Opening. Appointment against this position is temporarily available for six (6) months, a limited duration and does not carry any expectancy, legal or otherwise, of renewal. Staff members are subject to the authority of Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary.

"Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. "

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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.