Org. Setting and Reporting
This position is located in the Meetings Management Unit (MMU), Planning Coordination and Meetings Section (PCMS), Conference Management Service (CMS), Department of General Assembly and Conference Management (DGACM) in Vienna. CMS operates administratively under the Division of Management (DM), United Nations Office at Vienna (UNOV). The incumbent will work under the direct supervision of the Chief, Meetings Management Unit. For more information, visit www.unov.org.
Responsibilities
1. Oversee that the Unit’s work is up to date with the use of modern technologies and IT tools applied in meetings’ planning and servicing, e.g., the gMeets and One-Stop-Shop applications, the Vienna Journal, and e-deleGATE, as well as IT platforms for connecting remote participants and speakers; promote and introduce IT tools to clients; provide input to the decision making process regarding meeting room equipment and installation requirements and upgrades; liaise with other work areas, such as IT and multimedia technicians on finding suitable and state-of-the-art solutions; provide input and advice to the Chief of MMU.
2. Review resolutions and decisions of governing bodies to establish the entitlements for meetings services; manage and discuss with the Chief of Unit as required the scheduling of meetings and conferences in the current and future year’s calendar, ensuring that requests for services do not exceed mandated entitlements emanating from the decisions and resolutions of the governing bodies, including the General Assembly, the Economic and Social Council and their subsidiary organs; advise the Chief and substantive secretariat if a request exceeds that body's entitlements.
3. Coordinate with counterparts in substantive secretariats the meetings service requirements, including meetings of outside clients and extrabudgetary activities; prepare, in consultation with all servicing units, staffing tables and cost estimates for the approval of the Financial Resources Management Service; prepare the servicing agreements for the signature of the Chief of Unit and for dispatch along with the approved cost estimate to the substantive secretariats.
4. Manage the Unit’s roster of short-term staff: interview and select candidates for temporary assistance for meetings based on HRMS guidelines and recruitment criteria; assign staff from the roster to meetings and functions appropriate to their aptitudes and level of experience; train and supervise them in their work during sessions and record temporary Time & Attendance in gMeets and submits for processing and approval; coordinate follow-up actions for payments.
5. Serve as conference lead for meetings held away from Vienna, organizing the servicing of meetings in the conference room and supervising the local meetings services staff; participate in planning missions for meetings of Vienna-based bodies held away from Vienna and assist in the preparation of the requirements papers and annexes to the host country agreement.
6. Support the Chief of Unit in ensuring the Unit’s smooth day-to-day operations; assist with the allocation of administrative and other tasks as well as meeting assignments; provide guidance and support to junior full-time staff; reply in the absence of the Chief or when requested to correspondence that requires urgent attention; deputize for and attend meetings on behalf of the Chief as required.
7. Undertake research and provide reference materials for preparation of briefs, notes and statements for the Chief of Unit and CMS management; coordinate the preparation of statistics on documentation for/and meetings; assist the Chief of Unit in responding to queries from delegations and secretariats.
8. Draft proposals for procedural notes for the chairpersons of assigned committees and conferences.
9. Maintain data management tool for meetings (gMeets), collect, analyse and generate complex reports and prepare presentations for information sharing; respond to a wide variety of queries for complex statistical reports.
10. Train and supervise new and more junior staff in the unit.
11. Perform other work-related duties as required.
Education
High school diploma or equivalent is required.
Work Experience
A minimum of ten (10) years of experience in conference support or a related area is required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. Directly relevant experience within the UN system in meetings management is required. Experience in working with IT systems, platforms and tools used in meetings and event management is required. Experience contributing to the development of technical systems (e.g. audio-visual, IT), platforms and tools used in meetings and event management is required. Experience in meetings programming and gMeets is desirable. Experience working with an Enterprise Resources Planning (ERP) system, such as the in-house Umoja (SAP), is desirable. Experience in data analytics or a related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage. Knowledge of German is desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.
Special Notice
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. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty.
United Nations Considerations
According 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.
No Fee
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