General Background

The OEC: The Organisation of Educational Cooperation (OEC) is an international intergovernmental organisation, founded in January 2020 by countries from across the Global South, to “contribute to the equitable, just, and prosperous social transformation of societies by promoting balanced and inclusive education, in order to attain the fundamental rights to liberty, justice, dignity, sustainability, social cohesion, and material and immaterial security for the peoples of the world”.

GALM: The Bureau of General Assembly and Logistics Management functions are:

  • Provide logistical and documentation support to the General Assembly, the Council of Member States, and the Conference of Associate Members in their ordinary and extraordinary sessions.
  • Support the President of the General Assembly in the discharge of their duties.
  • Provide logistical and documentation support to the conferences and international meetings convened by the Secretariat.

Duties

The Meetings Support and Documentation Officer sits within GLAM's Documentation, Translation and Interpretation Unit and provide support services related to documents control, reproduction, distribution, archiving, and meetings support to conferences held in Addis Ababa and abroad.

Specifically, the position is to:

  • Register participants in meetings held in Addis Ababa and abroad, services conferences, registers and distributes documents, follows up on translation and/or editing and reproduction of documents.
  • Receive documents from participants in draft or final form from. Register document and assign symbol numbers/documents identification blocks to documents. If necessary, and in consultation with the supervisor, send documents for retyping or editing, forward documents for translation into the four official languages of the OEC, send master copy for reproduction.
  • Serve as a contact point for delegations for all inquiries and assume responsibility for routing requests.
  • Process information for establishing and maintaining OEC calendars and schedules of events in and outside Addis Ababa. Assist in coordinating official events, luncheons, cocktails, exhibitions and others.
  • Assist in compiling the inventory for meetings and assist in requisition for conference equipment.
  • Prepare meeting venues/rooms for formal and informal meetings: ensures availability of drinking water and stationary for participants; arrange for flags, name plates, and other requirements (sound system, microphones, electronic networks); instruct cleaning staff.
  • At the request of delegates, perform secretarial functions, receive phone calls and fax messages for them and pass them on; retrieve documents electronically and as a hard copy, as required.
  • Follow-up on press conferences, organize lay-out of press rooms and assure availability of technical equipment, such as split boxes, plug-ins.
  • Assist in maintaining the electronic and hard copy archives for OEC documents: File and retrieve documents.
  • Perform related duties as assigned

This vacancy is archived.

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