Closing Date:           Thursday, 08 September 2011

Job Title:                    Meetings Services Assistant, G-5, G5

Department/ Office:    DIVISION OF CONFERENCE MANAGEMENT

Duty Station:                GENEVA

Posting Period:             9 August 2011-8 September 2011

Job Opening number:

11-CON-DIVISION OF CONFERENCE MGMT-20799-R-GENEVA

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting
This post is located in the Division of Conference Management, Central Planning and Coordination Service, Planning and Coordination Unit of the Meetings Management Section.

Responsibilities
Under the direct supervision of the Chief of the Unit and within limits of delegated authority, the incumbent will be responsible for the following duties:

– Analyse and manage input/updating/amendment of data on servicing entitlements/requirements, room allocations and other details of meetings/conferences in the E-Meets2 database and assure its quality and data integrity.

– Respond to queries from delegations and the secretariats on the use of E-Meets 2; manage lists of authorized users and their access rights; provide training to new users on how to submit electronic requests in E-Meets 2;

– Prepare statistical reports of meetings held and serviced by the DCM and calculate their utilization factor for submission to DGACM, as well as any other statistical reports on conference services and room occupancy requested by the Division and/or Committee on Conferences.

– Liaise with DGACM colleagues on matters related to the preparation of standardized meeting statistical reports.

– Draw up memorandums on the resources allocated and their utilization factor to the various conferences and send them to the relevant secretariats, using the eMeets2 database.

– Prepare the daily programme of meetings and bulletin and the electronic posting of meetings.

– Check data quality of records automatically transferred to the UNOG Web calendar and make corrections when needed.

– Act as alternate focal point for the Division in the monthly Web meetings.

– Study and propose improvements to eMeets2 based on business requirements of the Meetings Management Section and liaise with other duty stations on matters concerning software development and data management.

– Act as focal point for testing other software systems related to the work of the Meetings Management Section.

– Temporarily replace the conference organizing assistants responsible for conference planning.

– Provide guidance/training to temporary and less experienced staff.

– Perform other related duties as required.

Competencies
Professionalism - Demonstrate professional competence and mastery of subject matter; conscientious and efficient in meeting commitments, observing deadlines and achieving results; motivated by professional rather than personal concerns; show persistence when faced with difficult problems or challenges; remain calm in stressful situations. Very good knowledge of EMeets2 database and Content Management Software.

Planning & Organizing – Demonstrate effective organizational and planning skills as well as ability to handle and complete a large volume of work in an efficient and timely manner. Ability to monitor and adjust plans and actions as required.

Teamwork – Work collaboratively with colleagues to achieve organizational goals.

Client Orientation – Consider all those to whom services are provided as "clients" and seek to see things from their point of view; identify clients' needs and match appropriate solutions; keep client informed of progress or setbacks in projects.

Education

Completion of secondary school or equivalent commercial studies. Successful United Nations Administrative Support Assessment Test (ASAT).

Work Experience

At least 5 years of experience in meetings and conferences management, of which 3 preferably within the United Nations.

Languages
Very good knowledge of English or French is required, knowledge of the other is an asset.

Assessment Method
Competency based interview.

United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.