Senior Meetings Services Assistant

Under the supervision of the Chief, Meetings Coordination and Planning Unit, the incumbent:

• Prepares the provisional annual calendar of meetings serviced by UNOG for inclusion in the official UN calendar of conferences.
• Verifies and analyses the legislative authority and the approved bodies’ entitlements.
• Uses gMeets system to generate the relevant reports on the calendar of conferences.
• Updates, as necessary, the annual calendar of conferences and analyses the specific needs and parameters for each meeting as well as requests from the clients.
• Transmits the draft calendar to MMS at UNHQ and responds to queries and requests for information.
• Monitors legislative authority and mandates for all calendar meetings and conferences including those established by the Human Rights Council.
• Actively reviews the draft resolutions and decisions of the Human Rights Council and other client organs, and advises the Chief, Meetings Coordination and Planning Unit, on potential additional conference servicing and budget implications contained therein.
• Updates the repository of legislative authority of the Human Rights Council and reflects the changes in the gMeets organ profile.
• Examines requests for non-calendar and extra-budgetary meetings from UNOG clients. Consults with the services concerned to determine the feasibility of holding meetings as requested by the clients.
• Prepares and updates as necessary the monthly workload of meetings and keeps all concerned services informed of any changes.
• Prepares an annual forecast of all meetings to be serviced by DCM and disseminates it to the services involved for advance planning purposes.
• Plans and coordinates as a matter of urgency all ad-hoc meetings not scheduled in the monthly programme of work and allocates conference facilities and meeting rooms.
• Allocates office space managed by MMS to clients not based at the Palais des Nations.
• Prepares and updates, as necessary, the schedule of assignments of meeting rooms and offices for conferences and meetings in gMeets system and related systems or interfaces.
• Plans and allocates conference facilities, meeting rooms and office space; coordinates the provision of the required services; ensures that all preliminary logistical arrangements are made in advance.
• Monitors that all required services and personnel are available according to the schedule. • Verifies and updates all information in the gMeets system.
• Approves, as necessary, all information in gMeets and transmits it to the services directly concerned.
• Responds to queries on conference servicing emanating from delegations, Permanent Missions, Secretariats and other clients.
• Transmits to UNOG Services the information required to prepare the daily programme and provides instructions for the installation of the necessary equipment/furniture in conference rooms and offices, as required.
• Facilitates coordination and liaison between clients and all UNOG services involved.
• Provides the Executive Office, DCM, with the details of the use of rooms and offices by extra-budgetary clients for billing purposes.
• Advises the Chief of the Unit on possible solutions to problems related to the enhancement of the efficiency and quality of services provided by the Section.
• Supervises the Unit support staff, including distribution and review of work assignments and training of junior staff members.
• Completes their ePerformance evaluations as First Reporting Officer.
• Draft correspondence to clients.
• Generates and provides statistical reports on conference services upon request.
• 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.