Senior Meetings Services Assistant, G7 at United Nations Office at Nairobi (UNON)

Responsibilities

• Within delegated authority, the Senior Meetings Services Assistant will be responsible for the following duties:

Meetings planning:

• Reviews resolutions and decisions of main intergovernmental meetings/conferences in order to prepare the draft calendar of conferences and creates corresponding meeting request in gMeets and informs the Document Management Unit of the meeting request number for their own document planning.
• Reviews meetings and conferences programme of work, advises requesting secretariats and prepares conference servicing requirements and staffing levels of assigned meetings/conferences.
• Prepares preliminary list of UNON wide requirements for events, conferences, and meetings for cost estimation purposes.
• Prepares preliminary cost estimates using the automated scenario costing tool (cost calculator) and requests official estimation from relevant entity within the Division.
• Ensures that all preliminary logistic arrangements are made in advance for the efficient conduct of committees and meetings/conferences.
• Proposes solutions to problems and leads projects for enhancing efficiency and level of services provided in the conference room.
• Ensures that all required services, including the availability and distribution of documents, and personnel are available in order for committees and meetings/conferences to convene according to the schedule.

Meetings servicing:

• As the lead Meetings Services Assistant, supervises the staff assigned to the meeting room in retrieving documents electronically and in distributing texts of speeches, parliamentary documentation, ballot and results of voting.
• Works with senior officers and coordinate with host countries on scope and requirements and provides logistical support for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions.
• Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
• Allocate conference facilities and meeting rooms.
• Maintains an accurate record of speakers and/or an attendance record and coordinate with delegations on their position on the list of speakers.
• Responds to queries from delegations and Secretariat.
• Performs other duties as required.

Education

• Completion of High school diploma or equivalent is required. Additional training in conference services, proficiency in Microsoft office applications, emails and database management or related field is desirable.

Work Experience

• A minimum of ten (10) 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 (2) years for candidates who possess a first level University degree
• Experience in dealing with United Nations or other international organizations policies, procedures and practices relating to conferences and meeting services is desirable.
• One (1) year or more of experience in data analytics or related area is desirable Knowledge and skill and in the use of MS Office and data bases applications is desirable