Meetings Services Assistant

UN Secretariat; New York (NY); On-site; USD 70,000 - 80,000; Full time

Job summary

UN Secretariat in New York seeks a Meetings Services Assistant to coordinate all meeting support for the Security Council. You will ensure documents are prepared and distributed on schedule and manage agendas, summaries, and correspondences while maintaining filing systems.

Responsibilities include updating iSCAD+ and the Security Council website, handling travel arrangements for field missions, and coordinating with delegations to ensure smooth meetings.

Qualifications

• High school diploma or equivalent required.
• 7+ years of conference support experience; 5+ years with a first-level university degree or higher.
• Experience supporting intergovernmental meetings and using document/meeting management databases is desirable.
• Proficiency in English required; French desired.

Responsibilities

• Coordinate all necessary meeting services to ensure timely convening of Security Council meetings.
• Process and track Security Council documents using gDoc, ODS, and iSCAD+ and verify standards.
• Prepare meeting agendas, journal summaries, and communiqués; maintain filing systems.
• Update the iSCAD+ database and the Security Council website with meeting information.
• Assist with travel administration for missions and with procedural briefs.
• Maintain attendance records, coordinate with delegations, and allocate conference facilities.

Skills

Professionalism

Teamwork

Planning & Organizing

Conference policies & procedures

Research & summarization

Document processing

Database management

Website content management

Communication skills

Education

High school diploma or equivalent

Tools

gDoc

ODS

iSCAD+

Job description

Organizational context: This position is within the Security Council Secretariat Branch (SCSB) of the Security Council Affairs Division (SCAD), Department of Political and Peacebuilding Affairs (DPPA) at the United Nations in New York. The Branch supports the Security Council's daily work, presidency, meetings, programme management, and missions. The incumbent reports to a Senior Political Affairs Officer or Political Affairs Officer.

Job purpose: The Meetings Services Assistant ensures the Security Council's meetings convene on schedule by coordinating all necessary services, including document availability and distribution. This role involves processing and tracking Security Council documents using systems like gDoc, ODS, and iSCAD+, ensuring they meet UN standards. The Assistant prepares meeting agendas, journal summaries, and communiqués, drafts correspondence, and maintains document filing systems. They are responsible for updating the iSCAD+ database and the Security Council website with meeting information, preparing travel administration for missions, and assisting with procedural briefs. The role also includes managing attendance records, coordinating with delegations, allocating conference facilities, and responding to queries, contributing to the efficient functioning of the Security Council.

Responsibilities: The Meetings Services Assistant is responsible for ensuring timely meeting services, including document distribution. Duties include processing and tracking Security Council documents using gDoc, ODS, and iSCAD+, and verifying document standards. The role involves organizing reference materials, preparing agendas, journal summaries, and communiqués, and maintaining document filing. The Assistant manages the iSCAD+ database, updates the Security Council website daily, and handles travel administration for field missions. They also assist in drafting procedural briefs, maintain speaker and attendance records, coordinate meeting arrangements with delegations, prepare meeting statistics, allocate conference facilities, and respond to queries. Other duties as required are also part of the role.

Education: A high school diploma or equivalent is required for this position.

Work experience: A minimum of seven years of experience in conference support or a related field is required. This requirement is reduced to five years for candidates with a first-level university degree or higher. Experience supporting intergovernmental meetings and using document/meeting management databases is desirable.

Skills: Professionalism, Teamwork, Planning & Organizing, knowledge of conference policies and procedures, ability to research and summarize information, document processing, database management, website content management, and communication skills.

Required languages: English

Desired languages: French