Meetings Services Assistant – Multiple Positions When Actually Employed (WAE) Roster

Org. Setting and Reporting

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). These multiple When Actually Employed (WAE) roster positions are located in the Meetings Management Unit, Division of Conference Services, United Nations Office at Nairobi (UNON) and reports to the Senior Meetings Assistant. Within delegated authority, the Meetings Services Assistant will be responsible for the following duties:

Responsibilities

Assists assigned Meetings Services Assistants in meeting rooms;

• Receives, sorts and organizes official documentation for meetings in Interpretation booths;
• Sets up seating arrangements in the meeting rooms based on approved protocol and room charts;
• Delivers documents, texts of speeches and background material to the podium, interpreters, report writing staff, as well as participants in the meeting room;
• Participates in setting up the preparation rooms;
• Liaise with services concerned in connection with technical problems encountered (Headphones, microphones, etc. and provide language channels assistance to participants);
• Checks availability of conference material and other logistic details prior to start of meetings;
• Receives and stays alert on communication tools to exchange urgent information;
• Performs other related duties as required.

Competencies

PROFESSIONALISM: Knowledge of office and meeting support, including document distribution in the context of the Organization’s conference management. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input b...