MEETINGS SERVICES ASSISTANT (Temporary Job Opening)

### Org. Setting and Reporting ECA's mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 SDGs and Agenda 2063. The mission is guided by ECA's five new strategic directions which are: advancing ECA's position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent's problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa's position at the global level and developing regional responses as a contribution to global governance issues. The Administration and Conference Management Division (ACMD) is headed by a Director and reports to the Deputy Executive Secretary (Programme Support). It is divided into seven main sections: Facilities Management Section (FMS), Finance and Budget Section (FBS), Digital and IT Management Section (DITMS), Human Resources Management Section (HRMS), Publications and Conference Management Section (PCMS), Supply Chain Management Section (SCMS) and United Nations Health Care Centre (UNHCC). This position is in the Publications and Conference Management Section (PCMS) within the Administration and Conference Management Division (ACMD) of the the United Nations Economic Commission for Africa (UNECA), Addis Ababa, Ethiopia. The incumbent works under the general guidance of the Chief of the Publications and Conference Management Section (PCMS) and the direct supervision of the Chief, Conference Planning and Coordination Services Unit. ### Responsibilities Within the delegated authority, the Meeting Services Assistant will be responsible for the following duties: • Organizes and coordinates preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned committees and meetings/conferences. • Assists in drafting procedural notes for the chairpersons of assigned committees and meetings/conferences. • Ensures that all required services, including the availability and distribution of documents and personnel, are available in order for committees and meetings/conferences to convene according to the schedule. • Utilizes E-Dritis and ODS to track 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 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 the preliminary list and annotation of agenda items and daily material concerning the proceeding of committees and meetings/conferences. • Prepares list of participants. • Maintains a database of meetings based on requests and publishes the list indicating the interpretation requirements, venue, date and other relevant information, on a monthly basis. • Prepares monthly statistics on meetings held at headquarters and offices away from headquarters. • 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 chairperson of committees and meetings/conferences. • Ensures reports of committees and meetings/conferences 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 committees and meetings/conferences. • Responds to queries from delegations and Secretariat. • Replaces, as needed, senior staff in related functions. • 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. • Supports day-to-day communications with freelance interpreters • Supports assignment of events to freelance interpreters and provides them with relevant information, documentation and materials for effective delivery of their services • Ensures timely submission of documentation for engagement and payment of freelance interpreters • Performs other duties as required. ### Competencies 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. ### Education High school diploma or equivalent is required. ### Job - Specific Qualification Not available. ### Work Experience A minimum of seven years of experience in conferen