Overview
The Meetings Services Assistant will support the Economic and Social Commission for Asia and the Pacific (ESCAP) by producing daily and weekly programmes, coordinating services for meetings, and assisting with procedural and organizational arrangements.
Key Responsibilities
- Produces daily and weekly programme of assigned committees and meetings/conferences.
- Informs relevant offices/persons of changes in the daily programme.
- Ensures all required services for assigned meetings/conferences are available.
- Assists in the preparation of preliminary lists, participant lists, and daily material.
- Maintains records of speakers and/or attendance.
- Assists in the voting and election process.
- Prepares floor plan of seating arrangements.
- Prepares monthly statistics on meetings held.
- Coordinates with substantive offices and prepares cost estimates for meetings held away from Headquarters.
- Assists in conducting preparatory meetings and prepares/updates technical guides for on-site, virtual, or hybrid meetings.
- Assists in organizing meetings at the UNCC on a cost recovery basis.
- Drafts routine correspondence.
- Makes arrangements for and coordinates video and teleconference activities.
- Maintains filing and reference system.
- Responds to queries from clients, delegations, and the Secretariat.
- Replaces senior staff responsible for room reservations and electronic distribution of daily programme.
- Provides guidance/training to temporary assistants and junior staff.
- Assists with data collection, analysis, and preparation of presentations and reports.
- Assists with visualizations and updating information material.
- Performs other duties as required.
Required Experience
A minimum of five years of progressively responsible experience in conference support services, administrative services, or related area is required. A minimum of three years of progressively responsible experience in conference support services, administrative services, or related area is required if graduated with a first-level university degree. Experience in MS Office for preparation of data/reports/information material, etc. to support conferences and meetings, is required. Experience in using virtual meeting platforms (i.e. MS Teams, Zoom, and other management platforms) is required. Experience in planning and organizing intergovernmental meeting is desirable. Experience in supporting entities and external clients on a cost recovery basis is desirable. Experience in the United Nations Common System or in international organizations similar to those in the UN Common System is desirable.
Qualifications
High school diploma or equivalent is required. A first-level university degree may be accepted in lieu of two years of required experience.
