Job Meetings Services Assistant, Nairobi

Closing Date: Wednesday, 19 May 2010

Meetings Services Assistant, G-6
DEADLINE FOR APPLICATIONS:	19 May 2010
DATE OF ISSUANCE:	19 Apr 2010
ORGANIZATIONAL UNIT:	United Nations Environment Programme
DUTY STATION:	Nairobi
VACANCY ANNOUNCEMENT NUMBER:	10-CON-UNEP-424295-R-NAIROBI

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred and visa or work permit issues in order to take-up the appointment. Staff members are subject to the authority of and assignment by the SG. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Remuneration Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.

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

Responsibilities The United Nations Environment Programme (UNEP) is the United Nations systems designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The Ozone Secretariat is the Secretariat for the Vienna Convention (VC) for the Protection of the Ozone Layer and for the Montreal Protocol (MP) on Substances that Deplete the Ozone Layer. This post is located in the Ozone Secretariat of the United Nations Environment Programme/Executive Office (UNEP/EO) in the Nairobi duty station. Under the overall supervision of the Executive Secretary of the Secretariat for the Vienna Convention and the Montreal Protocol (the Ozone Secretariat) and the direct joint supervision of the Senior Scientific Affairs Officer and the Senior Administrative Officer, the incumbent will perform the following tasks:Organizes and coordinates preparatory meetings with relevant offices and delegations; Assists in drafting procedural notes for the chairpersons of assigned committees and meetings/conferences; Ensures that all required services are available; Tracks the status of and download documents; Organizes and maintains reference material and background documents, including resolutions and decisions of main organs, in documents booth; Reports on the proceedings of committees and meetings/conferences; Produces programme of assigned committees and meetings/conferences for distribution; Supervises the voting and election process and the preparation of tabulation of voting patterns; Assists in the preparation of the preliminary list and annotation of agenda items and material; Prepares list of participants; Maintains a database of meetings based on requests and publishes the list; Prepares statistics on meetings; Assists in determining the material and human resources requirements of meetings and assists in the preparation of the cost estimates; Collaborates with the relevant Conference Service staff in allocating facilities and meeting rooms; Maintains an accurate record of speakers and an attendance record and coordinates with delegations on their position on the list of speakers; Undertakes research and provides reference materials for preparation of briefs, notes and statements; Coordinates with the documents control office for reproduction of reports; Prepares floor plan of seating arrangements; Attends planning meetings, representing the Unit regarding organizational arrangements for special committees and meetings/conferences and updates files accordingly; Prepares for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinates with substantive offices; Drafts correspondence and notes; Maintains and updates filing and reference system; Responds to queries from delegations and Secretariat; Participates in the recruitment of temporary assistants, schedules and supervises their work; Provides guidance to junior staff; Performs other duties as required.

Competencies Professionalism: Knowledge of the Organization’s conference policies, procedures and practices,as well as the Rules and Procedures of the Montreal Protocol and the Vienna Convention. Ability to research, select, organize and summarize information required for the preparation of meetings. Ability to work fast and remain calm under extreme pressure highly desirable. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; demonstrates openness in sharing information and keeping people informed.Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.Client Orientation: Good customer care and interpersonal skills are an advantage; Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

QUALIFICATIONS

Education Completion of secondary education is required. Additional training in relevant areas such as conference service, office management, information services or other related field is an advantage.

Work Experience A minimum of 6 years of experience in conference support, travel arrangement or related fields is required. Experience in servicing intergovernmental meetings is desirable.

Languages 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.

Other Skills Excellent computer skills (Microsoft Office, e-mail, internet) are required; Knowledge of IMIS processes desirable.

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). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.

How to apply All applicants are strongly encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Because applications submitted by United Nations (UN) staff members are considered first, provided the eligibility requirements set out in ST/AI/2006/3 are met and the application is submitted in a timely fashion, staff members should apply within 15-day or 30-day mark. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please go to “My UN” page and check the status of your application by clicking on “View Application History”, and resubmit the application, if necessary. To start the application process, applicants are required to register by opening a "My UN" account. Go to Login, and Register as a User. Fill in the form and choose a User Name and Password. After opening the account, applicants may apply for vacancies using the Personal History Profile (PHP) provided. Once the PHP has been completed for a particular vacancy, it can be saved and used for future applications. The PHP may be up-dated, when necessary, for future applications. In completing the PHP, please note that all fields marked with an asterisk must be completed. UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the appropriate Human Resources Office (HRO)/Personnel Office (PO) to the email address below, clearly indicating the vacancy announcement number. In case you have no access to the digitizing equipment, please submit hard copies of the two latest PAS reports to the relevant HRO/PO via fax. E-mail: Recruitment@unon.org, Fax: 254-20-762-4212 Please see the Frequently Asked Questions, if you encounter problems when applying.