Intern-Meeting Services Assistants

Work Location

Addis Ababa

Expected duration

6

Duties and Responsibilities

This position is located in the Publications & Conference Management Section (PCMS), Administration and Conference Management Division (ACMD). The interns will work under the overall supervision of the Chief Conference Planning and Coordination Services Unit (CPCSU) of the section and the direct supervision of the supervisors of the Meeting Planning and Meeting Services Assistants. The internship is for six (6) months with opportunity for extension depending on the needs of the Section under supervision of a designated staff in the unit. He/She will work full-time five days per week (34 hour per week) under the supervision of a staff member in the Section assigned. Responsibilities:

• Assist in the 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.
• 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 Secre...