Meetings Services Assistant
Organizational Context
The Economic and Social Commission for Asia and the Pacific (ESCAP) promotes sustainable and inclusive development and regional connectivity in Asia and the Pacific. As a UN regional development arm, ESCAP provides policy research, analysis, and capacity-building assistance. This role is within the Conference Management Unit, Conference and General Services Section, Division of Administration, reporting to the Senior Meetings Services Assistant.
Job Purpose
This role supports the Conference Management Unit by producing and distributing daily and weekly meeting programs, informing relevant offices of schedule changes, and ensuring all necessary services are available for assigned meetings and conferences. The incumbent will assist in preparing meeting materials, maintaining speaker and attendance records, and supporting voting processes. Key contributions include facilitating smooth meeting operations, coordinating logistical arrangements for on-site, virtual, and hybrid formats, and assisting with cost estimations and documentation for effective conference management services. The position also involves responding to client queries and maintaining procedural records.
Responsibilities
Key responsibilities include producing and distributing daily/weekly meeting programs, communicating schedule changes, and ensuring the availability of required services for meetings. The role involves assisting in the preparation of preliminary lists, agenda annotations, participant lists, and daily meeting materials. Maintaining accurate records of speakers and attendance, coordinating speaker lists, and assisting with voting and election processes are also crucial. The incumbent will prepare seating arrangements, generate monthly meeting statistics, and coordinate with substantive offices for meetings held away from Headquarters, including preparing cost estimates. Additionally, the role supports preparatory meetings, updates technical guides for conferencing tools, and assists in organizing meetings at the UNCC on a cost-recovery basis. Drafting routine correspondence, coordinating teleconference activities, maintaining filing systems, and responding to client queries are also part of the duties. The position may involve replacing senior staff for room reservations and program distribution, providing guidance to junior staff, and assisting with data collection, analysis, and presentation.
Work Experience
A minimum of five years of progressively responsible experience in conference support, administrative services, or a related field is required (three years with a first-level university degree). Experience with MS Office for data/report preparation and using virtual meeting platforms (e.g., MS Teams, Zoom) is mandatory. Experience in planning intergovernmental meetings and supporting clients on a cost-recovery basis is desirable.
Skills
Professionalism, Communication, Client Orientation, ability to research and organize information, data analysis, knowledge of conference policies and procedures, proficiency in MS Office, experience with virtual meeting platforms.