Meetings Services Assistant, G4 at United Nations Office at Nairobi (UNON)

Job Description

United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the programmes of administration, conference services and public information and provides security and safety services for United Nations staff and facilities in the United Nations Office at Nairobi.

Responsibilities

Use defined data collection forms and compile data of all meetings held in and out of Nairobi, follow up the data entries on meetings and interpretation statistics applications set up for specific statistical data collection purposes: Collect, analyse interpretation data for entry and update in the Interpretation programming tool (eAPG) as well as highlighting areas in the data collection process that need to be brought to the attention of Chief interpreter. Responsible for updating meetings statistics in applications set up for this purpose such as meetings programming application (eMeets) for conference statistics, eAPG for interpretation activities, etc. ensuring integrity and consistency of captured data across all applications. For meetings held in Nairobi, capture and/or oversees data collection, consolidates the data and enters data in meetings statistics specific applications e.g eMeets. Reviews the data captured by other staff members regularly with special attention to meetings away from Nairobi, focusing on accuracy and integrity of data; reports any anomalies or inaccuracies to those responsible and ensures that the observations are promptly acted upon. Reviews statistical reports for accuracy and consistency across eAPG, eMeets and other databases and consolidates on-demand reports filtered on the basis of domicile, interpreter category level, language combination, etc. for review by supervisor. Analyzes and consolidates captured data and prepares draft periodic reports in line with preset format and agreed procedures and guidelines, for review by supervisor. Consolidates report on number of meetings (calendar and non-calendar) with and without interpretation, meetings of “if available” bodies, utilization factor of UNON’s calendar bodies as required for UNON’s reporting to the Committee of Conferences, The Department of General Assembly and Conference Management (DGACM) annual conference management report, and other relevant reporting requirements of performance indicators. Works with the Interpretation Section to collect, compile and analyse statistics on number of assignments undertaken by each interpreter, by each language Unit and by all interpreters, interpreters’ capacity and utilization and other information on interpretation services required for reporting purposes. Regularly updates the local freelance interpreters list. Maintains direct contact with freelance interpreters and advises the Senior programme management assist or the Chief of Section in their absence on their availability as and when the need arises, as well as confirming their contracts as per their availability, location, and ticket prices. Occasionally advise the freelance interpreters of forthcoming assignments and provide them with guidance on communication protocol. Drafting the welcome email to interpreters for large meetings as well as consolidating important information relative to the meeting such as source of meeting documents, DSA, Travel, security clearance, visas, etc. Verifies that rooms set-ups are in accordance to approved meeting requests and cost estimates. 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 as required the functions of Meeting Services Assistant.

Requirements

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; ability to perform analysis, modeling and interpretation of data in support of decision-making; 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. 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

Completion of High school diploma or equivalent is required. Supplementary training in conference services, proficiency in Microsoft office applications and database management or related field is desirable. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

A minimum of three years of relevant working experience in meetings planning, conference support, library work or related areas is required. The minimum years of relevant experience is reduced by two 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 year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.