Senior Meetings Services Assistant

The Senior Meetings Services Assistant supports the planning and servicing of intergovernmental meetings and conferences at the United Nations Office at Nairobi. The role involves preparing meeting calendars, coordinating logistical arrangements, supervising meeting room staff, and ensuring efficient conduct of meetings according to schedule and UN protocol.

Responsibilities

• Review resolutions and decisions of main intergovernmental meetings/conferences to prepare draft calendar of conferences and create meeting requests in gMeets.
• Advise requesting secretariats and prepare conference servicing requirements and staffing levels for assigned meetings/conferences.
• Prepare preliminary list of UNON wide requirements for events, conferences, and meetings for cost estimation purposes.
• Prepare preliminary cost estimates using automated scenario costing tool and request official estimation from relevant entity within the Division.
• Ensure all preliminary logistic arrangements are made in advance for efficient conduct of committees and meetings/conferences.
• Propose solutions to problems and lead projects for enhancing efficiency and level of services provided in the conference room.
• Ensure all required services, including availability and distribution of documents and personnel, are available for meetings/conferences to convene according to schedule.
• Supervise staff assigned to meeting room in retrieving documents electronically and distributing texts of speeches, parliamentary documentation, ballot and voting results.
• Coordinate with senior officers and host countries on scope and requirements and provide logistical support for meetings/conferences held away from Headquarters or other UN offices.
• Prepare floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
• Allocate conference facilities and meeting rooms.
• Maintain accurate record of speakers and attendance and coordinate with delegations on speaker list positions.
• Respond to queries from delegations and Secretariat.
• Perform other duties as required.

Requirements

• Completion of High school diploma or equivalent is required.
• Additional training in conference services, proficiency in Microsoft office applications, emails and database management or related field is desirable.
• A minimum of ten (10) years of work experience in meetings management in the UN System or similar international organization is required.
• The minimum years of relevant experience is reduced by (2) 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.
• Knowledge and skill and in the use of MS Office and data bases applications is desirable.
• English is required at UN Level II proficiency.
• French is desirable at UN Level I proficiency.

Skills

• Meetings Management
• Conference Services
• Microsoft Office Suite
• Email Management
• Database Management
• UN Conference Procedures
• Logistics Coordination
• Meeting Scheduling
• Staff Supervision
• Data Analytics

Languages

English, French