Intern-Meeting Services Assistants

Organizational Context

This internship is within the Publications & Conference Management Section (PCMS) of the Administration and Conference Management Division (ACMD) at the UN Secretariat's Economic Commission for Africa in Addis Ababa. The intern will report to the Chief of the Conference Planning and Coordination Services Unit and directly to supervisors within Meeting Planning and Meeting Services.

Job Purpose

The purpose of this internship is to provide support to the Publications & Conference Management Section in organizing and managing meetings and conferences. The intern will assist in the preparation and distribution of daily and weekly programmes, official documentation in all six official languages, and procedural notes for chairpersons. This role contributes to the smooth operation of conferences by managing participant lists, providing research support, maintaining speaker records, assisting with voting processes, and ensuring documentation standards are met. The intern will also help with logistical arrangements, including seating plans, statistics, cost estimates for off-site meetings, and coordinating teleconference activities, thereby supporting effective communication and decision-making within the UN.

Responsibilities

Assist in preparing and distributing daily and weekly meeting and conference programmes. Organize and distribute official documentation in all six official languages. Communicate changes in meeting schedules to relevant offices. Distribute procedural notes to committee and meeting chairpersons. Aid in preparing preliminary lists, agenda annotations, participant lists, and daily proceedings materials. Conduct research and gather reference materials for briefs and statements. Maintain accurate records of speakers and attendance, coordinating with relevant parties. Support voting and election processes by distributing ballots and tabulating results. Ensure conference reports adhere to UN document standards and coordinate reproduction. Prepare seating arrangements according to meeting requirements and protocol. Compile monthly statistics on meetings held. Assist in preparing for meetings held away from Headquarters, including cost estimates. Draft routine correspondence. Coordinate video and teleconference activities. Maintain filing systems for procedures and reference materials. Respond to queries from delegations and the Secretariat. Provide guidance to temporary assistants and junior staff as needed. Assist with data collection, analysis, and preparation of presentations and reports. Support the updating of information materials like web pages or brochures.

Work Experience

Professional work experience is not required for this internship. Applicants must meet the educational requirements, which include being enrolled in a graduate program or the final year of a bachelor's program, or having completed equivalent studies.

Skills

Meeting and conference support, documentation organization and distribution, research and reference, record keeping, communication, data analysis, report preparation, knowledge management, planning, decision making, coordination, drafting correspondence, filing systems, responding to queries, guidance and training.

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