Special Notice
Special Notice: This position is open only to internal candidates of the United Nations Economic Commission for Africa holding fixed-term, permanent or continuing appointments due to the on-going Recruitment Freeze against General Service positions. External candidates will only be considered when none of the internal candidates are successful. Such external candidates, if selected, will be offered Temporary Appointment, the duration of which would be determined upon selection. Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services category in the United Nations. External candidates will be responsible for any travel expenses incurred in order to take the GGST examination and, in the event of an employment offer, any cost related to travel and relocation to the duty station on appointment and separation. The candidate will also be responsible to obtain any visas and work permits in order to take up the appointment. If selected, external candidates will be recruited on a local basis and would not be entitled to international benefits. Candidates who are short-listed for this position will be scheduled to sit for the GGST at a later date
Organizational Setting and Reporting
This position is located in the Conference Management Section/Interpretation Services Sub-Unit, under the Division of Administration of the United Nations Economic Commission for Africa. The Meetings Services Assistant reports to the Chief of the Interpretation Services Sub-Unit.
Responsibilities
Within delegated authority, the Meetings Services Assistant will be responsible for the following generic duties: A.Pre-event Duties: Conference Planning
- Based on UNECA’s calendar of meetings, the incumbent assists in preliminary organization for events requiring interpretation services through email correspondence with sections, divisions,
SROs, and other external event organizers regarding procedural and organizational arrangements for the determined number of interpreters for each event.
- Provides guidance to clients on interpretation requirements and prepares cost estimates for events.
- Prepares the unit’s weekly schedule of work to ensure completion of interpretation requirements for each events, and to ensure publishing of monthly list and meeting statistics for meetings
with interpretation held at UNCC or away from headquarters, indicating interpretation requests, venues, dates, budget, and other relevant information.
- Assists with preliminary reviews of interpreters’ PHPs for the Unit Chief’s review to ensure fulfilment of UN-AIIC terms and conditions of engagement, and to facilitate HRSS engagement
level.
- Ascertains availability of interpreters, monitors responses to offers, prepares engagement memos, raises travel authorizations, and follows up with other CMS units on and logistical
arrangements for interpreters from overseas – hotels, visas, and air tickets.
- Liaises with Admin and Finance Unit to monitor use of sections’ budgetary allocation for interpretation for statutory events and provides divisions on of past service usage patterns.
- Assists with team scheduling and deployment to ensure adequate coverage for meetings.
- Updates statistics and information contained in CIU’s Guidelines.
- Collaborates with the Meeting Planning and Servicing Unit to determine the selection of conference rooms with interpretation facilities and the interpreters’ lounge.
- Maintains and periodically updates database of local and overseas-based interpreters.
- Dispatches advance meeting documentation to interpreters in electronic format, or in hard copy during meetings.
- Processes in Umoja, data for interpreters’ travel to facilitate their Daily Subsistence Allowance (DSA), and salary.
- Schedules interpretation-related meetings for the unit.
- Undertakes interpretation-related training/orientation missions to other duty stations.
- Computes final estimate for external meetings to be included in the consolidated invoice for other meeting services to be sent to the event organizer.
- Maintains and updates database of interpreter’ requirements, testing and recruitment procedures, entitlements etc.
Competencies
- Professionalism: In depth knowledge of the Organization’s conference policies, procedures, and practices. Ability to research, select, organize, and summarize information required for the preparation of meetings. Knowledge of the terms and conditions of the UN-AIIC Agreement, and experience in Umoja and in Travel Management therein is absolutely necessary. Shows pride in
work and in achievements; demonstrates professional competence and mastery of subject matter, including interpreters’ terms of; 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.
- Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team
agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- Client Orientation: Considers all those to whom services are provided to be ‘clients’ and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with
clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
High school diploma or equivalent. A bachelor’s degree is an advantage. Must have passed the Global General Service Test (GGST).
Work Experience
At least seven (7) years of conference service experience at UNECA is required.
Languages
English and French are the working languages of the United Nations Secretariate. For this post fluency in oral and written English is required. Knowledge of another UN Official Language is an advantage.
Assessment
Evaluation of qualified candidates may include a written assessment exercise which may be followed by competency-based interview or desk review.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, 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 or violations of international human rights law and international humanitarian law.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on ‘The Application Process’ and the Instructional Manual for the Applicants, which can be accessed by clicking on ‘Manuals’ hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
More Information
- Job City ADDIS ABABA
