Senior Meetings Services Assistant

Org. Setting and Reporting

Organizational Setting and Reporting Relationships: The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org). This post is located in the Meetings Management Unit, Planning and Coordination Section of the Division of Conference Services at the United Nations Office at Nairobi. Under the direct supervision of the Chief of the Meetings Management Unit and within limits of delegated authority, the Senior Meetings Services Assistant will be responsible for the following duties

Responsibilities

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

• Reviews resolutions and decisions of main intergovernmental meetings/conferences in order to prepare the draft calendar of conferences and creates corresponding meeting request in gMeets and informs the Document Management Unit of the meeting request number for their own document planning.
• Reviews meetings and conferences programme of work, advises requesting secretariats and prepares conference servicing requirements and staffing levels of assigned meetings/conferences.
• Prepares preliminary list of UNON wide requirements for events, conferences, and meetings for cost estimation purposes.
• Prepares preliminary cost estimates using the automated scenario costing tool (cost calculator) and requests official estimation from relevant entity within the Division.
• Ensures that all preliminary logistic arrangements are made in advance for the efficient conduct of committees and meetings/conferences.
• Proposes solutions to problems and leads projects for enhancing efficiency and level of services provided in the conference room.
• Ensures that all required services, including the availability and distribution of documents, and personnel are available in order for committees and meetings/conferences to convene according to the schedule. Meetings servicing:
• As the lead Meetings Services Assistant, supervises the staff assigned to the meeting room in retrieving documents electronically and in distributing texts of speeches, parliamentary documentation, ballot and results of voting.
• Works with senior officers and coordinate with host countries on scope and requirements and provides logistical support for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions.
• Prepares floor plan of seating arrangements in accorda...