Senior Meetings Services Assistant Full Time NEW

ECA’s mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 SDGs and Agenda 2063.

The mission is guided by ECA’s five new strategic directions which are: advancing ECA’s position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent’s problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa’s position at the global level and developing regional responses as a contribution to global governance issues.

This position is in the Publications and Conference Management Section (PCMS) within the Publications, Conference and Knowledge Management Division (PCKMD) in the United Nations Economic Commission for Africa (UNECA), Addis Ababa, Ethiopia.

The incumbent works under the general guidance of the Chief of Publication and Conference Management Section (PCMS) and the direct supervision of the Chief, Conference Management & Interpretation. Within the delegated authority, the Senior Meeting Services Assistant will be responsible for the following duties:

• Reviews resolutions and decisions of assigned committees and meetings/conferences.
• Prepares draft programme of work of assigned committees and meetings/conferences for clearance.
• Drafts procedural notes for the chairpersons of assigned committees and conferences.
• Prepares preliminary list and annotation of agenda items.
• Prepares invitations to member states, specialized agencies and intergovernmental organizations to attend sessions of committees and meetings/conferences.
• 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.
• As 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.
• Reports on the proceedings of committees and meetings/conferences and submits reports, if required, to the supervisor.
• 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.
• Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of committees and meetings/conferences.
• Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
• Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences.
• Maintains databases of meetings, including g-Meets and Indico.UN, based on requests and publishes the list indicating the interpretation requirements, venue, date and other relevant information, on a monthly basis.
• Prepares tentative schedule of meetings for current and future years.
• Prepares monthly statistics on meetings held at headquarters and offices away from headquarters.
• Determines the material and human resources requirements of meetings and prepares the cost estimates for consideration by the requesting office.
• 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.
• Maintains database of list and addresses of invitees including member states, specialized agencies and intergovernmental organizations.
• Makes arrangements for and coordinates video and teleconference activities at headquarters.
• Moderating over hybrid/virtual/RSI meeting platforms, including testing with online participants, giving the floor and basic troubleshooting over the chat function and on Signal
• Acts as events servicing team leader; coordinating between 50 to 60 events monthly.
• Responds to queries from delegations and Secretariat.
• Serves as Late Duty and Weekend Duty Officer for the Unit, and acts as OIC, when required, in the absence of the Chief of Unit.
• Participates in the recruitment of temporary assistants and schedules and supervises their work.
• Trains and provides supervision to new and lower-level staff in the unit, including five (5) Individual Contractors
• Supervises and trains vendors such as ushers and porters assigned to support events
• Monitors and ensures all equipment in the 15 meeting and caucus rooms are functional at all times and regularly maintained
• 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.
• Performs other duties as required.

Education

• High school diploma or equivalent.

Work Experience

• A minimum of ten years of experience in conference support or related area is required.
• The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher.
• One year or more of experience in data analytics or related area is desirable.

Language

• 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.