Meeting Management Attendant
Organizational Context
This position is within the Conference Management Section (CMS) of the Economic and Social Commission for Western Asia (ESCWA), part of the UN Secretariat. The role supports the smooth operation of meetings and events, ensuring substantive offices can fulfill their mandates effectively. The attendant reports directly to the Chief of the Conference Management Section.
Job Purpose
The Meeting Management Attendant plays a crucial role in ensuring the seamless execution of meetings and events hosted by ESCWA. By meticulously managing meeting logistics, from room bookings and service requests to participant coordination and documentation distribution, this role directly contributes to the satisfaction of organizers and participants. The attendant's support enables substantive offices to operate efficiently and achieve their objectives, thereby upholding the commission's mandate. This position is essential for maintaining high standards of conference service delivery within the UN Secretariat.
Responsibilities
Monitor meeting requests and book necessary rooms and services. Assist with cost estimations and related cost estimator development. Enter data for interpreters and manage their roster. Prepare preliminary lists, annotate agenda items, and compile participant lists. Organize and distribute official documentation and reference materials. Prepare and send meeting invitations. Escort participants and distribute speeches, papers, and stationery. Provide on-site assistance to officials, participants, and delegates. Coordinate with interpreters and sound technicians. Support the Chair with podium needs and assist with coffee break arrangements. Manage the information desk and distribute water during meetings. Perform general office management functions and assist in coordinating ESCWA and non-ESCWA meetings. Prepare conference rooms by setting up nameplates according to seating protocols and ensuring the room is ready for use. Collect and store conference items post-meeting.
Work Experience
A minimum of three years of experience in conference services, meeting services management, or a related area is required. Experience working within the United Nations or other multinational or international organizations is desirable.
Skills
Meeting request monitoring, room and service booking, cost estimation assistance, data entry, participant list preparation, documentation management, invitation preparation, participant escorting, material distribution, on-site assistance, coordination with technical staff, podium support, coffee break coordination, information desk support, general office management, conference room setup, nameplate preparation and setup, adherence to seating protocols, post-meeting item collection and storage.