Overview
Responsible for meetings planning and servicing within the United Nations Office at Nairobi, ensuring efficient conduct of committees and meetings/conferences.
Key Responsibilities
- Reviews resolutions and decisions to prepare draft calendar of conferences and creates corresponding meeting requests.
- Advises requesting secretariats and prepares conference servicing requirements and staffing levels.
- Prepares preliminary list of UNON wide requirements for events, conferences, and meetings for cost estimation.
- Prepares preliminary cost estimates and requests official estimation from relevant entity.
- Ensures preliminary logistic arrangements are made for efficient conduct of meetings.
- Proposes solutions to problems and leads projects for enhancing efficiency and level of services.
- Ensures required services, including document availability and personnel, are available for meetings.
- Supervises staff assigned to the meeting room in retrieving documents and distributing texts.
- Coordinates with host countries on scope and requirements and provides logistical support for meetings held away from Headquarters.
- Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
- Allocates conference facilities and meeting rooms.
- Maintains an accurate record of speakers and/or attendance record and coordinates with delegations on their position on the list of speakers.
- Responds to queries from delegations and Secretariat.
- Performs other duties as required.
Required 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.
Qualifications
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.
