MEETINGS SERVICES ASSISTANT, New York, United States

## MEETINGS SERVICES ASSISTANT, New York, United States - Office:ICDDR,B in New York, USA Organizational Setting and Reporting This position is located in the Security Council Subsidiary Organs Branch (SCSOB) of the Security Council Affairs Division (SCAD) of the Department of Political and Peacebuilding Affairs (DPPA) in support of the Panel of Experts on the Islamic Republic of Iran. Under the overall supervision of the Director of the Security Council Affairs Division, the incumbent reports directly to a Senior Political Affairs Officer. Within delegated authority, the Information Systems Assistant will be responsible for the following duties: - Organizes and coordinates with relevant offices and delegations regarding procedural and organizational arrangements for meetings of the Security Council and its subsidiary bodies. - Assists in drafting procedural briefs for the President of the Security Council and its subsidiary bodies. - Ensures that all required services, including the availability and distribution of documents, and personnel are available in order for meetings of the Security Council and its subsidiary bodies to convene according to the schedule. - Utilizes g-DOCS, ODS to track the status of and download documents. - Organizes and maintains reference material and background documents, including resolutions and other decisions of the Security Council and its subsidiary bodies. - Reports on the proceedings of committees and meetings/conferences and submit reports, if required, to the supervisor. - Produces daily and weekly programme of assigned committees and meetings/conferences/conferences prepared by senior staff for distribution. - Supervise, as needed, the voting and election process and the preparation of tabulation of voting patterns. - Assists in the preparation of agenda items and daily material concerning the proceeding of meetings of the Security Council and its subsidiary bodies. - Prepares list of participants. - Maintains a database of meetings based on requests and publishes in the Journal venue, date and other relevant information for meetings of the Security Council and its subsidiary bodies, on a daily basis. - Prepares monthly statistics on meetings of the Security Council and its subsidiary bodies. - Determines the material and human resources requirements of meetings and prepares the cost estimates for consideration by the requesting office. - Allocates conference facilities and meeting rooms. - Maintains an accurate record of speakers and/or an attendance record and coordinate with delegations on their position on the list of speakers. - Undertakes research and provides reference materials for preparation of briefs, notes and statements for the President of the Security Council and Chairpersons of Security Council subsidiary bodies. - Ensures reports for meetings of the Security Council or its subsidiary bodies meet the UN document standards and coordinate with the documents control office for reproduction of reports. - Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol. - Attends coordinating/planning meetings, representing the Unit/Section 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 and, and prepares cost estimates. - Drafts correspondence and notes for signature. - Maintains and updates filing and reference system regarding procedures and reference materials for meetings of the Security Council or its subsidiary meetings. - Responds to queries from delegations and Secretariat. - Participates in the recruitment of temporary assistants and schedules and supervises their work. - Provides guidance/training, as needed, to junior staff. - 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. - Assists with visualizations and updating information material such as web pages or brochures. - Performs a variety of administrative duties, such as attendance/leave recording, processes related to experts’ salaries, office supply and equipment orders, submitting travel requests and travel expense reports through UMOJA, visa applications, etc. - Performs other duties as required. - Professionalism: Knowledge of the Organization’s conference policies, procedures and practices. Ability to research, select, organize and summarize information required for the preparation of meetings. 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. Able to perform analysis, modeling and interpretation of data in support of decision-making. - 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; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. - 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. - Planning & 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. High school diploma or equivalent is required. Job - Specific Qualification A minimum of seven years of experience in conference support or related area is required. Experience providing support services to the Security Council is desirable. Direct experience in organising official meetings as well as working with all levels of management is desirable. English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Either ArabicorChinese (Mandarin)orFrenchorSpanishorRussian is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. - This position is temporarily available until 31 December 2026. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. - While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. - Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. - This temporary job openin