MEETINGS SERVICES ASSISTANT

Org. Setting and ReportingThe United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. At the 1992 Earth Summit in Rio de Janeiro, world leaders agreed on a comprehensive strategy for sustainable development. A key agreement opened for signature at Rio was the Convention on Biological Diversity. The Convention has three objectives: the conservation of biological diversity, the sustainable use of its components and the fair and equitable sharing of the benefits arising out of the utilization of genetic resources. The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal, Canada and is administered by UNEP. This post is located in the Secretariat of the CBD, within the Administration Division (ADM). Under the direct supervision of the Head of the Administration Division, the incumbent will carry out the following functions: ResponsibilitiesA. Meeting Coordination and Logistics: a) Supports the planning, organization, and logistics of meetings organized by the Secretariat of the Convention on Biological Diversity (SCBD), including the Conference of the Parties (COP), Cartagena and Nagoya Protocol meetings, and related workshops and events. b) Coordinates preparatory meetings with relevant programme officers to discuss procedural and organizational arrangements for meetings. c) Develops and maintains a checklist for organizing meetings to assist both internal and external stakeholders. d) Ensures that all required services are available, including document distribution, personnel, and technical resources, for the smooth conduct of meetings. e) Coordinates with Host Governments and local counterparts regarding meetings held outside of Montreal, ensuring that facilities meet the needs of the event. f) Organizes logistics, including travel arrangements, registration, and participant communication. g) Assists in determining the technical, logistical, material, and human resources needed for meetings and contributes to the preparation of cost estimates. h) Provides logistical support during meetings by ensuring the availability of conference facilities, arranging seating, and coordinating with relevant stakeholders. i) Supports the Secretariat, podium staff, and participants during meetings, addressing queries and helping as needed. j) Attends planning meetings and update files accordingly to reflect any changes in organizational arrangements. k) Drafts meeting invitations, correspondence, and periodic reports, ensuring accurate information sharing. l) Assists in the preparation of data presentations and reports, including visualizations, statistical summaries, and knowledge management materials. m) Responds to complex inquiries and assists with information dissemination, including the management of email correspondence and document routing. B. Administrative Support: a) Reviews, logs, and routes incoming and outgoing mail and correspondence, ensuring timely responses and proper management of the organization’s email account. b) Sets up and maintains contact lists, files, and records. Operates conference room equipment and provides guidance to staff members as needed. c) Provides additional support for knowledge management, planning, and decision-making as required. d) Assists with visual and web-based information materials, ensuring they are up to date and relevant. e) Coordinates the procurement of goods and services necessary for meetings and events. f) Manages meeting and event-related documentation, including participant lists and reports. g) Maintains a database of meetings, including key details such as venue, date, and expected support. h) Organizes meeting platforms and coordinates with IT for online events. i) Assists in the preparation and management of meeting registration processes, including liaising with participants and ensuring timely communication. j) 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. k) Assists with visualizations and updating information material such as web pages or brochures. l) Performs other duties as required. CompetenciesProfessionalism: Ability to perform a broad range of administrative functions e.g. budget/work programme, human resources, database management. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. Remains calm in stressful situations. Commits to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Teamwork: Works cooperatively 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. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. EducationHigh School diploma or equivalent is required. Job - Specific QualificationCompletion of courses in human resources, business administration, finance, logistics or equivalent is desirable. Work ExperienceA minimum of seven years of progressively responsible experience in logistics, meeting event preparation and administrative services or 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 in the UN common system or in an international public organization is desirable. Experience in servicing intergovernmental meetings is desirable. Experience with Enterprise Resources Planning (ERP) Systems is desirable. One (1) year or more experience in data analytics or related areas is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Knowledge of French or Spanish or another UN language is desirable. NOTE: Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and “knowledge of” equals a rating of “confident” in two of the four areas. AssessmentEvaluation of qualified candidates may include a substantive assessment which will be followed by a competency-based interview. Special NoticeAppointment against this post is for an initial period of one (1) year and may be subject to extension. External candidate selected for this position will be granted a fixed-term appointment limited (\"FTA-limited\") in accordance with section 2.2 (b) of administrative instruction ST/AI/2013/1 on Administration of fixed-term appointments. Renewal of appointment is contingent upon continued existence of mandate and availability of funding. If this position is discontinued, the incumbent will be separated from service. United Nations Secretariat staff members who meet the definition of \"internal candidate\" in staff rule 4.10 who are selected for this position subject to limitation will retain their current appointment status and will be reassigned or transferred to the position, without a lien to their parent position. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. When completing the Candidate Profile form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira \"Contact Us\" link. United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. 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.