Meetings Services Assistant - Multiple Positions When Actually Employed (WAE) Roster

Organizational Context

The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa, supporting UNEP, UN-Habitat, and the Resident Coordination System globally. It provides essential administrative, security, conference, and information services. These positions are within the Meetings Management Unit, Division of Conference Services at UNON, reporting to the Senior Meetings Assistant.

Job Purpose

These When Actually Employed (WAE) roster positions are crucial for supporting meeting services within the UNON's Division of Conference Services. The Meetings Services Assistant plays a key role in ensuring the smooth operation of meetings by providing direct assistance to Meetings Services Assistants. This involves managing and distributing official documentation, setting up meeting rooms according to protocol, and facilitating communication and logistics. The role directly contributes to the efficient execution of conferences and meetings hosted by UNON, supporting its mandate to provide comprehensive services to UN programs and offices in Kenya and globally.

Responsibilities

The Meetings Services Assistant will provide direct support to assigned Meetings Services Assistants in meeting rooms. Key duties include receiving, sorting, and organizing official documentation for interpretation booths. The role involves setting up meeting rooms with appropriate seating arrangements based on protocol and room charts. Responsibilities also include delivering documents, speeches, and background materials to podiums, interpreters, report writers, and participants. The assistant will participate in setting up preparation rooms, liaise with relevant services to resolve technical issues (e.g., audio equipment), and assist participants with language channels. Additionally, the role requires checking conference material availability and other logistical details before meetings commence, monitoring communication tools for urgent information, and performing other related duties as required.

Work Experience

A minimum of two years of relevant experience in meetings planning, conference support, or library work is required. This is reduced to zero years for candidates with a first-level university degree. Experience with UN or international organization conference procedures is desirable.

Skills

Professionalism, Communication, Teamwork, Office support, Meeting support, Document distribution, Conference management, Microsoft Office applications, Email, Database management.

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