MEETINGS SERVICES ASSISTANT, Bangkok

Org. Setting and ReportingThe mandate of the Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asia-Pacific region. The role of ESCAP as a regional development arm of the United Nations Secretariat is to support its membership with policy-oriented research and analysis and with normative, technical and capacity-building assistance to respond to the development priorities and changing needs of countries in Asia and the Pacific. This position is located in the Conference Management Unit, Conference and General Services Section (CGSS), in the Division of Administration. The incumbent reports to the Senior Meetings Services Assistant and overall supervision of the Chief, Conference Management Unit.

ResponsibilitiesUnder the direct supervision of the Senior Meetings Services Assistant and overall supervision of the Chief, Conference Management Unit, the incumbent is required to perform the following functions:

• Produces daily and weekly programme of assigned committees and meetings/conferences prepared by senior staff for distribution.
• Prepares daily and weekly programme of assigned committees and meetings/conferences prepared by senior staff for distribution
• Informs relevant offices/persons of changes in the daily programme of committees and meetings/conferences.
• Ensures all required services including personnel and other auxiliary services for assigned meetings/conferences are available according to the schedule.
• Assists in the preparation of the preliminary list and annotation of agenda items, the list of participants, and daily material concerning the proceeding of committees and meetings/conferences.
• Maintains an accurate record of speakers and/or an attendance record and coordinate with the Secretariat, verbatim reporters and delegations on their position on the list of speakers.
• Assists in the voting and election process by distributing and collecting ballots and the preparation of tabulation of voting patterns.
• Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
• Prepares monthly statistics on meetings held at headquarters and offices away from headquarters.
• Prepares for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinates with substantive offices, and prepares cost estimates.
• Assists in conducting preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned ESCAP\u2019s committees and meetings/conferences in all formats \u2013 on-site, virtual or hybrid and prepares/updates relevant technical guides incorporating new features and functionalities of conferencing tools that are utilised to organise meetings/conferences in the UNCC.
• Assists in organizing all meetings/conferences at the UNCC in coordination with substantive offices and clients, which may involve preparation of tentative cost estimates and statements of expenditures in line with the UNCC costing structure, in order to provide efficient and effective conference management services on a cost recovery basis.
• Drafts routine correspondence for signature.
• Makes arrangements for and coordinate video and teleconference activities at headquarters.
• Maintains filing and reference system of procedures and reference materials for committees and meetings/conferences.
• Responds to queries from clients, delegations and the Secretariat.
• Replaces, as needed, senior staff responsible for room reservations and the electronic distribution of the daily programme of meetings.
• Provides guidance/training, as needed, to temporary assistants and 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 other duties as required.

  Competencies

  • Professionalism: Knowledge of the Organization\u2019s 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.
  • Client Orientation: Considers all those to whom services are provided to be \u201cclients\u201d and seeks to see things from clients\u2019 point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients\u2019 needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients\u2019 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.

    EducationHigh school diploma or equivalent is required. A first-level university degree may be accepted in lieu of two years of required experience.

    Job - Specific QualificationNot available.

    Work ExperienceA minimum of five years (or three years if graduated with a first-level university degree) of progressively responsible experience in conference support services, administrative services, or related area is required. Experience in MS Office for preparation of data/reports/information material, etc. to support conferences and meetings, is required. Experience in using virtual meeting platforms (i.e. MS Teams, Zoom, and other management platforms) is required. Experience in planning and organizing intergovernmental meeting is desirable. Experience in supporting entities and external clients on a cost recovery basis is desirable. Experience in the United Nations Common System or in international organizations similar to those in the UN Common System is desirable.

    LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Thai is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details).