Senior Meetings Services Assistant

Organizational Context

The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa, supporting the UN Environment Programme (UNEP), UN-Habitat, and the Resident Coordination System (RCS) globally. UNON provides essential administrative, security, conference, and information services to UN offices in Kenya and worldwide. This role is situated within the Meetings Management Unit of the Division of Conference Services.

Job Purpose

The Senior Meetings Services Assistant plays a crucial role in ensuring the efficient planning and execution of intergovernmental meetings and conferences hosted by UNON. This position is responsible for managing the entire lifecycle of meeting services, from initial review of resolutions and calendar preparation to detailed logistical arrangements and on-site support. The assistant will coordinate with various stakeholders, including secretariats, delegations, and host countries, to ensure all conference servicing requirements, documentation, and facilities are in place. By proactively addressing potential issues and contributing to service enhancements, the role directly supports the effective functioning of UNON's conference operations and upholds the organization's commitment to facilitating international dialogue and cooperation.

Responsibilities

The Senior Meetings Services Assistant is responsible for comprehensive meetings planning, including reviewing resolutions to draft conference calendars, creating meeting requests, and informing relevant units for document planning. This involves assessing conference servicing needs and staffing levels for assigned meetings. The role includes preparing preliminary lists of UNON-wide requirements for events and cost estimations using automated tools. Ensuring all preliminary logistical arrangements are made for efficient meeting conduct is key. The assistant will also propose solutions for service enhancements and lead projects to improve conference room efficiency. In meetings servicing, the role involves supervising staff for electronic document retrieval and distribution, coordinating logistical support with senior officers and host countries for off-site events, and preparing seating arrangements according to UN protocol. Allocating conference facilities, maintaining speaker and attendance records, and responding to queries from delegations and the Secretariat are also core duties.

Work Experience

A minimum of ten years of work experience in meetings management within the UN System or a similar international organization is required. Experience with UN or international organization conference and meeting service policies and procedures is desirable. Experience in data analytics and proficiency with MS Office and database applications are also desirable.

Skills

Professionalism, Client Orientation, Planning & Organizing, Meeting Support, Document Distribution, Conference Management, Problem Solving, Project Management, Logistical Coordination, Data Analytics, MS Office Proficiency, Database Management.

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