Project
Assistant, New York
Organization:
DGACM - Department for General Assembly and Conference Management
Country:
United States
City: New
York
Office:
DGACM New York
Grade: G-7
Closing date: Friday,
16 September 2016
Posting Title: Project Assistant, G7 (Temporary Job
Opening)
Job
Code Title: Senior Meetings
Services Assistant
Department/
Office: Department for General Assembly and Conference Management
Duty
Station: NEW YORK
Posting
Period: 7 September
2016-16 September 2016
Job
Opening number: 16-CON-DGACM-66366-J-NEW YORK (T)
Staffing
Exercise ID: N/A
United
Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special
Notice
Notes:
· The TJO is for a
duration of six months.
· A current staff member
who holds a fixed-term, permanent or continuing appointment may apply for
temporary positions no more than one level above his or her current grade.
However, a current staff member who holds an appointment at the G-6 or G-7
level may also apply to temporary positions in the Professional category up to
and including the P-3 level, subject to meeting all eligibility and other
requirements for the position. A staff member holding a temporary appointment
shall be regarded as an external candidate when applying for other positions,
and may apply for other temporary positions at any level, subject to section
5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a
temporary appointment in the General Service or related categories may only
apply to positions within those categories. For full information on eligibility
requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary
Appointments. In its resolution 66/234, the General Assembly further 'stressed
that the Secretary-General should not recur to the practice of temporarily
filling posts in the Professional and higher categories with General Service
staff members who have not passed the General Service to Professional category
examination other than on an exceptional basis, and requests the
Secretary-General to ensure that temporary occupation of such posts by the
General Service staff shall not exceed a period of one year, effective 1
January 2013…' Consequently, eligible candidates in the General Service or
related categories for temporary job openings in the Professional category that
have not passed the competitive examination may be selected only on an
exceptional basis endorsed by the Office of Human Resources Management where no
other suitable candidate could be identified.
· Upon separation from
service, including, but not limited to, expiration or termination of, or
resignation from, a fixed-term, continuing or permanent appointment, a former
staff member will be ineligible for re-employment on the basis of a temporary
appointment for a period of 31 days following the separation. In the case of
separation from service on retirement, a former staff member will be ineligible
for re-employment for a period of three months following the separation. This
equally applies, mutatis mutandis, with respect to a former or current staff
member who has held or holds an appointment in another entity applying the
United Nations Staff Regulations and Rules and who applies for a temporary
position with the Secretariat.
· Subject to the funding
source of the position, this temporary job opening may be limited to candidates
based at the duty station.
· While this temporary
assignment may provide the successful applicant with an opportunity to gain new
work experience, the selection for this position is for a limited period and
has no bearing on the future incumbency of the post. An external candidate
selected for this position is bound by the prevailing condition of the staff
selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A
staff member holding a temporary appointment who is recruited in the
Professional and above categories on a temporary appointment, and placed on a
position authorized for one year or longer may not apply for or be reappointed
to his/her current position within six months of the end of his/her current
service. This provision does not apply to staff members holding temporary
appointments and placed on positions authorized for one year or more in duty
stations authorized for peacekeeping operations or special political missions.
· The expression
'Internal candidates', shall mean staff members who have been recruited after a
competitive examination under staff rule 4.16 or after the advice of a central
review body under staff rule 4.15.
· Please note that
candidates will be required to meet the requirements of Article 101, paragraph
3, of the Charter as well as the requirements of the position. The United
Nations is committed to the highest standards of efficiency, competence and
integrity for all its human resources, including but not limited to respect for
international human rights and humanitarian law. Candidates may be subject to
screening against these standards, including but not limited to whether they
have committed, or are alleged to have committed criminal offences and/or
violations of international human rights law and international humanitarian
law.
· For information on
special post allowance, please refer to ST/AI/1999/17. For more details on the
administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
· The Staff Regulations,
Staff Rules and administrative issuances governing staff appointments can be
viewed at: http://www.un.org/hr_handbook/English
· Staff members of the
United Nations common system organizations who will reach the mandatory age of
separation or retirement within the duration of the current temporary need
period are not eligible to apply.
Organizational Setting
and Reporting
This
temporary job opening (TJO) is located in the Meetings Management Section (MMS),
Central Planning and Coordination Division, Department for General Assembly and
Conference Management (DGACM), New York. The Project Assistant will report to
the Chief of Section and the Project Manager of One-Stop-Shop initiative. The
TJO is for a duration of six months.
Responsibilities
Under
the overall supervision of the Chief of MMS and the Project Manager of
One-Stop-Shop initiative, the incumbent will be responsible for the following
duties: -Assists the Project Manager in implementing the project to create a
one-stop-shop system for meetings and events.-Coordinates the business
requirements received from the interdepartmental task force for actions by
eMeets developers.-Reviews and assesses the work flow and business requirements
of the MMS programme team for the development of a one-stop-shop
system.-Develops SOPs, guidelines and training manuals for users of the
one-stop-shop system.-Provides training on the one-stop-shop system for both
service providers and clients -Assists the eMeets database administrator in
maintaining data quality and assists in the development and enhancement of the
system; serves as a focal point for on-site training and trouble shooting for
users. -Prepares the electronic biennial Calendar of Conferences and Meetings,
generates relevant information from existing databases, sorts data, researches
and adjusts entitlements; prepares and updates monthly wall charts and ensures
circulation to UN offices, permanent missions, agencies and other entities, and
updates Departmental website. -Coordinates and schedules meetings on a daily
and weekly basis. -Allocates conference facilities and meeting rooms.
-Prepares, finalizes and distributes electronically the Daily eMeets Programme
for the following day at Headquarters. -Produces the daily and weekly programme
of meetings in eMeets. -Verifies for consistency data in eMeets as announced in
the UN Journal and displayed on the scrolling list and door displays. -Ensures
that all required services for meetings added to the daily schedule (notably
the Security Council and the General Assembly) are available. -Monitors and
disseminates statistics of actual utilization of interpretation services and
reconciles the number of interpretation teams programmed weekly. -Prepare
monthly summary of workload of meetings for New York. - Prepare statistical
graphic presentations as required. -Assists the focal point for technical
support in the Section; perform data maintenance of the eMeets system.
-Prepares statistical reports on utilisation of conference-servicing resources
of UN bodies. -Assists in reviewing draft resolutions and decisions for
conference servicing implications. -Undertakes research and provides reference
materials for preparation of briefs, notes and statements for the chairperson
of committees and meetings/conferences. -Drafts correspondence and notes for
signature. -Responds to queries from delegations and Secretariat. -Replaces, as
needed, senior staff in related functions. -Assist Conference Services
Coordinator for meetings held away from Headquarters throughout the planning
period and, on occasion, during the conference itself. -When on location, under
the direction of the Conference Services Coordinator, prepares and monitors the
daily scheduling of meetings and room allocation. -Provides guidance/training,
as needed, to junior staff. -Undertakes special projects and other assignments
as required by Chief of Section. -Performs other duties as required.
Competencies
· Professionalism: Knowledge of the overall conference
servicing operation at the UN or similar international organization. Knowledge
of electronic document management systems such as the Official Document System
(ODS), gDoc or similar systems; Expertise in electronic meeting management
systems such as eMeets. Ability to prepare statistical reports and formulate
positions. Ability to research, select, organize and summarize information
required for the preparation of meetings programme; 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. Technological Awareness:
Keeps abreast of available technology; understands applicability and limitation
of technology to the work of the office; actively seeks to apply technology to
appropriate tasks; shows willingness to learn new technology. Planning&
Organizing: Develops clear goals that are consistent with agreed strategies;
identifies priority activities and assignments; adjusts priorities as required;
allocatesappropriate 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.
Education
High
School diploma or equivalent.
Work
Experience
A
minimum of ten years of experience in the field of conference-servicing or a
related areas, specifically as regards to technical support, with at least 3
years within the UN system is required. Experience working with electronic
meeting management systems such as eMeets or similar systems or website
development is desirable. Experience in project management is desirable.
Languages
English
and French are the working languages of the United Nations Secretariat. For
this post, fluency in oral and written English is required. Knowledge of
another official UN language is an advantage.
Assessment
Competency
-based interview which may be preceded by a written test.