Economic Commission for Africa Meetings Services Assistant Jobs in Ethiopia

Economic Commission for Africa Meetings Services Assistant Jobs in Ethiopia

Org. Setting and Reporting

The Economic Commission for Africa’s (ECA) mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063.

The mission will be guided by ECA’s five new strategic directions which are:
Advancing ECA’s position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent’s problems and take local solution to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa’s position at the global level and developing regional responses as a contribution to global governance issues.

This position is located in the Publications & Conference Management Section (PCMS) within the Publications, Conference and Knowledge Management Division (PCKMD) at the United Nations Economic Commission for Africa, Addis Ababa.

The Meetings Services Assistant works under the direct supervision of Chief of the Conference Management and Interpretation Unit and overall supervision of Chief Publications and Conference Management Section in PCKMD.

Responsibilities

Within delegated authority, the Meetings Services Assistant will be responsible for the following duties:

• Produces daily and weekly programme of assigned committees and meetings/conferences prepared by senior staff for distribution.

• Prepares and organizes sets of official documentation in the document booth, in the six official languages, for distribution in the conference room.

• Informs relevant offices/persons of changes in the daily programme of committees and meetings/conferences.

• Ensures the distribution of procedural notes for the chairpersons of assigned committees and meetings/conferences.

• Assists in the preparation of the preliminary list and annotation of agenda items, the list of participants, and daily material concerning the proceeding of committees and meetings/conferences.

• Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences.

• Maintains an accurate record of speakers and/or an attendance record and coordinate with the Secretariat, verbatim reporters and delegations on their position on the list of speakers.

• Assists in the voting and election process by distributing and collecting ballots and the preparation of tabulation of voting patterns.

• Ensures that reports of committees and meetings/conferences meet the UN document standards and coordinates with the documents control office for reproduction of reports.

• Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol.

• Prepares monthly statistics on meetings held at headquarters and offices away from headquarters.

• Prepares for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinates with substantive offices, and prepares cost estimates.

• Moderating over Remote Simultaneous Interpretation (RSI) platforms, including testing with online participants, giving the floor, and basic troubleshooting over the chat function and on Signal.

• Support exhibition/expo set-ups and dismantling.

• Drafts routine correspondence for signature.

• Makes arrangements for and coordinate video and teleconference activities at headquarters.

• Maintains filing and reference system of procedures and reference materials for committees and meetings/conferences.

• Responds to queries from delegations and the Secretariat.

• Replaces, as needed, senior staff responsible for room reservations and the electronic distribution of the daily programme of meetings.

• Provides guidance/training, as needed, to temporary assistants and junior staff.

• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

• Performs other duties as required.

Competencies

• Professionalism: Knowledge of the Organization’s conference policies, procedures and practices. Ability to research, select, organize and summarize information required for the preparation of meetings. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges.

• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.

Education

High school diploma or equivalent is required. A bachelor's degree in administration or office management or related fields is an advantage.

Work Experience

A minimum of five (5) years experience in conference support or related area is required.

The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.

A good knowledge of virtual meetings platforms and use of these platforms for meetings is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

How to Apply

For more information and job application details, see; Economic Commission for Africa Meetings Services Assistant Jobs in Ethiopia

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