Conference Accreditation Assistants (Two Positions)

Result of ServiceFacilitation of participation (notification, travel and visa) as well as accreditation and registration (list of participants) of delegates. Work LocationBonn office Expected duration3 months (between 08 September to 05 December 2025) Duties and ResponsibilitiesBackground: One of the functions of the secretariat of United Nations Convention to Combat Desertification (UNCCD) is to make arrangements for sessions of the Conference of the Parties (COP) and its subsidiary bodies established under the Convention and to provide them with services as required. In addition, in line with the rules of procedures of the COP as adopted by decision 1/COP.1, the secretariat shall notify Parties of the dates and venue of an ordinary session in due time before the session is due to commence. The Administrative Services Unit (ASU) in coordination with Governing Bodies and Legal Affairs (GBLA) unit is in charge with facilitation of participation (notification, travel and visa issues) as well as accreditation and registration (list of participants) of delegates. Accordingly, the unit will recruit two bilingual Conference Registration Assistants to assist in these tasks full-time for the forthcoming CRIC23. Duties and Responsibilities: Under the direct supervision of the Chief of ASU and the daily guidance of the Programme Assistant of the unit, the contractor will work as the Notification, Travel, Registration and Visa (NRTV) team. The assignments of the incumbent will include the following: Notification: • Prepares notification letters, merging to recipients’ details and dispatches to Parties; • Proofreads and updates written documents and standard communications for completeness, grammatical, typographical accuracy and translates texts; • Updates and maintains distribution lists, assemble documents, reports and other materials for global dissemination, where possible using electronic formats; and • Monitors and follows up on the receipt of notifications. Registration and Accreditation: • Provides assistance on queries of participants regarding registration and accreditation; • Approves registration of participants in Indico registration system based on the nomination, accreditation or credentials letters; • Inputs and amends delegate’s data as appropriate and controls its accuracy based on the corrections/amendments provided by respective participants; • Assists in updating and processing corrections/additions to the list of participants; • Assists in training and guidance of local registration desk clerks; and • Assists on the registration desk during the meetings by welcoming and accrediting participants and issuing badges. Travel arrangements for funded participants: • Monitors the status of funded participants’ nomination, liaises with them and responds to their queries about their travel and other general inquiries; • Assists in the acquisition of index numbers in UMOJA for new participants to the meeting, passport, bank details or other information and documents of participants; • Liaises with the travel unit and assists with the travel arrangements for funded Party participants including payments of Daily Subsistence Allowances (DSA) in accordance with the rules and procedures of the United Nations for travel; and • Follows up for late nominations of participants, confirmation of itineraries or amendments on the travel. Visa arrangements: • Prepares and updates database on the host country’s diplomatic missions for visa acquisition of participants; • Provides information on the visa application processes; • Coordinated and liaises with host country representative with regard to visa issues; • Prepares nominative letters of invitation for participants, including liaison and for assist in the facilitation of visa issuance to participants, as required. Administrative tasks: • Prepares of status reports on the overall arrangements for the participation of funded participants as required; • Sorts and files nomination letters, funding requests, accreditation letters and credentials of participants in the NRTV folder; • Maintenance of a unified, efficient filing system both paper and electronic in connection to the work given; and • Other tasks as required. Qualifications/special skills- Secondary school education supplemented by secretarial or equivalent school courses. - Some previous secretarial experience is required. - Previous experience in a United Nations organization is an asset. Languages- Fluency in English is required and good working knowledge (both oral and written) in other UN official language (French/Spanish/Arabic/Russian) is an advantage. Additional InformationOnly individuals who can act as independent, individual economical operators are qualified to apply. Only persons that have legal permission to work in Germany will be considered for this consultancy contract. Individuals who can provide their services only on account of an institution or enterprise are not eligible under this procedure. Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations Secretariat and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultant and individual contractor is responsible for determining tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws. For remote consultancies, the selected candidate will be required to have a laptop or desktop PC (with Windows 10 or newer) or Mac (with the latest MacOS update), as well as a reliable, high-speed internet connection. An Office 365 license will be provided by the UNCCD to enable the candidate to access official emails, SharePoint, OneDrive and other office applications, such as Word and Excel. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.