MEETINGS SERVICES ASSISTANT

Organizational Context

This position is within the Security Council Subsidiary Organs Branch (SCSOB) of the Security Council Affairs Division (SCAD), Department of Political and Peacebuilding Affairs (DPPA), supporting the Panel of Experts on the Islamic Republic of Iran. The role reports to a Senior Political Affairs Officer, under the overall supervision of the Director of SCAD.

Job Purpose

The Information Systems Assistant is responsible for organizing and coordinating procedural and organizational arrangements for Security Council and subsidiary body meetings. This includes ensuring all necessary services, documents, and personnel are available for scheduled meetings. The role involves drafting procedural briefs, managing and distributing meeting programs, and maintaining databases of meeting information. Additionally, the assistant will prepare statistics, cost estimates, and seating arrangements, and provide research support for briefs and statements. The position also entails administrative duties such as tracking attendance, processing expenses, and managing office supplies, contributing to the efficient functioning of the Security Council's subsidiary organs.

Responsibilities

Organize and coordinate procedural and organizational arrangements for Security Council and subsidiary body meetings, liaising with relevant offices and delegations. Assist in drafting procedural briefs for the President and subsidiary body chairpersons. Ensure availability of services, documents, and personnel for scheduled meetings. Utilize systems like g-DOCS and ODS for document tracking and retrieval. Maintain reference materials, including resolutions and decisions. Report on committee and meeting proceedings, and produce daily/weekly program schedules. Supervise voting processes and tabulation as needed. Prepare agenda items, daily meeting materials, and participant lists. Maintain a daily database of meetings and publish venue and date information. Prepare monthly meeting statistics and cost estimates for meetings. Allocate conference facilities and manage seating arrangements according to protocol. Coordinate logistical arrangements for meetings held away from Headquarters. Draft correspondence and notes. Maintain filing systems for procedures and reference materials. Respond to queries from delegations and the Secretariat. Participate in recruiting and supervising temporary assistants. Provide guidance and training to junior staff. Assist with data collection, analysis, and presentation for reporting and decision-making. Perform administrative duties including attendance recording, expense processing, and supply management.

Work Experience

A minimum of seven years of experience in conference support or a related field is required. Experience supporting the Security Council, organizing official meetings, and working with management is desirable.

Skills

Professionalism, Communication, Teamwork, Planning & Organizing, Data analysis, Information management, Research, Coordination, Administrative support.

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