Posting Title: MEETINGS SERVICES ASSISTANT, G4

Job Code Title: MEETINGS SERVICES ASSISTANT

Department/Office: Department for General Assembly and Conference Management – DCS Nairobi

Duty Station: NAIROBI

Posting Period: 20 July 2023 – 23 August 2023

Job Opening Number: 23-Conference Services-UNON DCM-212138-R-Nairobi (X)

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

Organisational Setting and ReportingThe United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the Resident Coordinator System (RCS) and the United Nations Human Settlements Programme (UNHabitat) globally, as well as other United Nations offices in Kenya, by providing administrative, conference and information services (www.unon.org). This position is in the Meetings Management Unit (MMU), Planning and Coordination Section, Division of Conference Services (DCS), Nairobi duty station. Under the direct supervision of the Chief Meetings Management Unit and within delegated authority, the incumbent will perform the following duties: Responsibilities

1. Use defined data collection forms and compile data of all meetings held in and out of Nairobi, follow up the data entries on meetings and interpretation statistics applications set up for specific statistical data collection purposes:

•  Collect, analyse interpretation data for entry and update in the Interpretation programming tool (eAPG) as well as highlighting areas in the data collection process that need to be brought to the attention of Chief interpreter.
•  Responsible for updating meetings statistics in applications set up for this purpose such as meetings programming application (eMeets) for conference statistics, eAPG for interpretation activities, etc. ensuring integrity and consistency of captured data across all applications.
•  For meetings held in Nairobi, capture and/or oversees data collection, consolidates the data and enters data in meetings statistics specific applications e.g eMeets.
•  Reviews the data captured by other staff members regularly with special attention to meetings away from Nairobi, focusing on accuracy and integrity of data; reports any anomalies or inaccuracies to those responsible and ensures that the observations are promptly acted upon.
•  Reviews statistical reports for accuracy and consistency across eAPG, eMeets and other databases and consolidates on-demand reports filtered on the basis of domicile, interpreter category level, language combination, etc. for review by supervisor.
•  Analyzes and consolidates captured data and prepares draft periodic reports in line with preset format and agreed procedures and guidelines, for review by supervisor.
•  Consolidates report on number of meetings (calendar and non-calendar) with and without interpretation, meetings of “if available” bodies, utilization factor of UNON’s calendar bodies as required for UNON’s reporting to the Committee of Conferences, The Department of General Assembly and Conference Management (DGACM) annual conference management report, and other relevant reporting requirements of performance indicators. 2. Works with the Interpretation Section to collect, compile and analyse statistics on number of assignments undertaken by each interpreter, by each language Unit and by all interpreters, interpreters’ capacity and utilization and other information on interpretation services required for reporting purposes. 3.Regularly updates the local freelance interpreters list. Maintains direct contact with freelance interpreters and advises the Senior programme management assist or the Chief of Section in their absence on their availability as and when the need arises, as well as confirming their contracts as per their availability, location, and ticket prices. Occasionally advise the freelance interpreters of forthcoming assignments and provide them with guidance on communication protocol. 4. Drafting the welcome email to interpreters for large meetings as well as consolidating important information relative to the meeting such as source of meeting documents, DSA, Travel, security clearance, visas, etc. 6. Verifies that rooms set-ups are in accordance to approved meeting requests and cost estimates. 7. 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. 8. Assists with visualizations and updating information material such as web pages or brochures. 9. Performs as required the functions of Meeting Services Assistant.

CompetenciesPROFESSIONALISM: Knowledge of the Organization’s conference policies, procedures and practices; ability to research, select, organize and summarize information required for the preparation of meetings; ability to perform analysis, modeling and interpretation of data in support of decision-making; shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. CLIENT ORIENTATION: 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.

EducationCompletion of High school diploma or equivalent is required. Supplementary training in conference services, proficiency in Microsoft office applications and database management or related field is desirable. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work ExperienceA minimum of three (3) years of relevant working experience in meetings planning, conference support, library work or related areas is required. The minimum years of relevant experience is reduced by two 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.

LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of “confident” in two of the four areas.

AssessmentEvaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.

Special NoticeAppointment against this post is for an initial period of one (1) year and may be subject to extension. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. 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 to take-up the appointment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line 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. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.

United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No FeeTHE 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.