Meetings Services Assistant

The Meetings Services Assistant supports the Security Council Secretariat Branch by ensuring the provision of all required services for Security Council meetings, including document processing, meeting coordination, and logistical support. The role involves managing documentation, preparing agendas and summaries, coordinating with delegations, and maintaining records and databases related to meetings.

Responsibilities

• Ensures that all required services, including the availability and distribution of documents, are provided in order for meetings of the Security Council to convene according to schedule.
• Utilizes gDoc, ODS and iSCAD+ to process Security Council documents and track their status until they are published.
• Ensures reports and documents submitted for circulation and/or processing meet the UN document standards and coordinates with the documents management office for reproduction of reports and documents.
• Organizes and maintains reference material and background documents, including resolutions and other decisions of the Security Council and its subsidiary bodies.
• Prepares the agenda, journal summaries and communiqués of meetings of the Security Council and its subsidiary bodies and prepares the list of participants.
• Drafts correspondence and notes for signature and processing.
• Maintains and updates filing of documents processed by the Branch.
• Maintains a database of documents and meetings (iSCAD+) and publishes in the Journal the venue, date and other relevant information for meetings of the Security Council and its subsidiary bodies, on a daily basis.
• Creates, edits and posts entries in the Security Council website, on a daily basis.
• Prepares travel administration related Umoja tasks in connection with Security Council missions to the field.
• Assists in drafting procedural briefs for the President of the Security Council and chairpersons of Security Council subsidiary bodies.
• Maintains an accurate record of speakers and/or an attendance record and coordinates with delegations on their position on the list of speakers.
• Organizes and coordinates with relevant offices and delegations regarding procedural and organizational arrangements for meetings of the Security Council and its subsidiary bodies.
• Prepares monthly statistics on meetings of the Security Council.
• Allocates conference facilities and meeting rooms.
• Responds to queries from delegations and Secretariat, as appropriate.
• Performs other duties as required.

Requirements

• High school diploma or equivalent is required.
• A minimum of seven (7) years of experience in conference support or other related area is required.
• The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
• Experience providing meeting servicing support to an intergovernmental or similar organ is desirable.
• Experience using documents and meetings management databases is desirable.
• English is required at UN Level II for reading, writing, listening, and speaking.
• French is desirable at UN Level I for reading, writing, listening, and speaking.

Skills

• Conference Support
• Conference Servicing
• Document Processing
• Meeting Coordination
• Logistical Support
• Records Management Projects
• Database Management
• Meeting Agenda Preparation
• Summary Preparation
• Intergovernmental Meeting Support

Languages

English, French