MEETINGS SERVICES ASSISTANT

Organizational Context

This position is within the Special Political Mission "Panel of Experts on South Sudan", reporting to the Security Council Subsidiary Organs Branch (SCSOB) of the Department of Political and Peacebuilding Affairs (DPPA) at the UN Secretariat in New York. The SCSOB supports subsidiary bodies of the Security Council, including sanctions committees and expert groups overseeing sanctions regimes.

Job Purpose

The Meetings Services Assistant supports the operational effectiveness of subsidiary bodies of the Security Council by organizing and coordinating meetings, ensuring all necessary services and documents are available. This role involves managing procedural arrangements, assisting with drafting notes, tracking document status using UN systems, and maintaining reference materials. The assistant prepares agendas, UN Journal announcements, and provides research support for chairpersons' statements. They also ensure reports meet UN standards, coordinate document reproduction, and manage seating arrangements. Additionally, the role involves drafting correspondence, responding to queries, and performing various administrative duties to facilitate the smooth functioning of meetings and the overall operations of the expert groups.

Responsibilities

Organize and coordinate preparatory meetings with offices and delegations on procedural and organizational matters for Security Council subsidiary bodies. Assist in drafting procedural notes for chairpersons. Ensure timely availability of required services, documents, and personnel for scheduled meetings. Utilize e-Delegate, g-Doc, ODS, and iSCAD for document tracking and management. Maintain reference materials, including resolutions and decisions. Prepare agenda items and materials for subsidiary body proceedings. Generate provisional agendas and UN Journal announcements. Conduct research and provide reference materials for speaking notes and statements. Ensure reports meet UN document standards and coordinate reproduction. Prepare seating plans according to UN protocol. Draft correspondence and notes. Update filing and reference systems. Respond to queries from delegations and Secretariat officials. Perform administrative duties such as leave recording, meeting organization, reservations, and office supply orders. Process administrative requests, including travel and expense claims.

Work Experience

A minimum of five years of experience in conference support or a related area is required. This requirement is reduced to three years for candidates with a first-level university degree or higher. Experience in general office support, organizing travel, and managing databases/document systems is desirable.

Skills

Professionalism, Teamwork, Planning & Organizing, ability to research and summarize information, proficiency in UN document management systems (e-Delegate, g-Doc, ODS, iSCAD).

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