Org. Setting and ReportingThis position is located in the Conference Support Section (CSS), Organized Crime and Illicit Trafficking Branch (OCB), Division for Treaty Affairs (DTA) of the United Nations Office on Drugs and Crime (UNODC), in Vienna, Austria. The incumbent will work under the overall supervision of the Chief of Section and report directly to the Crime Prevention and Criminal Justice Officer in charge of coordinating the intergovernmental work related to the open-ended intergovernmental expert group on crimes that affect the environment mandated through the Conference of the Parties to the United Nations Convention against Transnational Organized Crime. For more information on UNODC, visit www.unodc.org. ResponsibilitiesWithin assigned authority, the Meetings Services Assistant will be responsible for the following specific duties: • Assist with the planning and servicing of the open-ended intergovernmental expert group on crimes that affect the environment established by the Conference of the Parties to the United Nations Convention against Transnational Organized Crime through its resolution 12/4, entitled Enhancing measures to prevent and combat crimes that affect the environment falling within the scope of the United Nations Convention against Transnational Organized Crime; • Coordinate and conduct procedural and organizational arrangements for the formal and informal meetings of the open-ended intergovernmental expert group; • Liaise with the Conference Management Service regarding the booking of rooms, interpretation and documentations resources, and prepare meeting requests in eMeets application; • Coordinate and monitor the submission of documentation forecasts, as well as pre-, in- and post-session documentation in the gDocs application, using appropriate templates and observing deadlines; advise submitting officers on submission requirements and policies, guidelines, rules and regulations relating to the control and limitation of documentation; respond to queries from submitting officers concerning the status of documentation submitted for processing; refer queries to the appropriate parties as necessary; negotiate new deadlines, if required. • Ensure reports of meetings/conferences meet the United Nations document standards and coordinate with the Documents Control office for reproduction of reports; • Format and process the documents related to the work of the open-ended intergovernmental expert group; • Prepare outgoing texts (official communications), e.g. invitations to meetings of the open-ended intergovernmental expert group and notes verbales for submission to the Translation and Text Processing Units, by checking accuracy of information, reference material, style and for adherence to established formal standards, by verifying resolutions, quotations, etc., and by providing basic reference assistance, as necessary; • Track the workflow, process schedules and monitor the progress of work and deadlines for submission/submitted documents/communications, and follow up with Substantive Officers as needed; transmit corrections made by both documents management services and submitting officers to documents in process;; • Provide support in arranging meetings for the extended Bureau on the open-ended intergovernmental expert group; • Provide administrative support to the Chair and Officers of the open-ended intergovernmental expert group; • Coordinate and register meeting participants and their respective work; • Support visa applications of meeting participants; • Support travel arrangements of participants sponsored by the United Nations; • Maintain/update the lists of invitees, forms and databases required for processing correspondence, ensuring the information is up-to date. Liaise with the Correspondence Team for processing and distributing communications to the appropriate addressees. Provide reference assistance and maintain reference databases and collections of documents and other materials (list of participants, etc.); • Respond to inquiries on the intergovernmental process on the open-ended intergovernmental expert group; • Maintain and update the UNODC webpages on open-ended intergovernmental expert group; • Serve as focal point for administrative coordination of the work of the open-ended intergovernmental expert group, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, travel arrangements and procurement of equipment and services, but also authorization of payments, disbursement of funds etc.; • Coordinate and support the on-going monitoring and evaluation of the Global Programme on Implementing the Organized Crime Convention. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • Perform general office support functions, as required. Perform other work-related duties as requested by the Crime Prevention and Criminal Justice Officer or other senior officers; cover for other General Service staff functions on ad hoc basis. CompetenciesProfessionalism: Has knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming, financial management and budgeting. Has proven IT literacy. Understands the rules of procedure of intergovernmental meetings. Understands the functions and organization of the work unit and of the organizational structure and respective roles of related units. Is able to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrates ability to apply good judgment in the context of assignments given. Has ability to perform analysis, modelling and interpretation of data in support of decision-making. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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. 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven years of working experience in conference support and general office support, or related area is required. The minimum years of relevant work experience is reduced to five for candidates who possess a first-level university degree or higher. Working experience related to intergovernmental meetings, including with the Meetings Scheduling and Resource Allocation System (gMeets) and documents management system, such as gDocs2.0, is desirable. Work experience using an Enterprise Resources Planning (ERP) or an SAP system (Umoja) is desirable. Of the minimum years of work experience, at least two years in providing direct support to intergovernmental meetings and processes is desirable. Working experience providing financial and budgetary assistance is desirable. Working experience in an international organization and/or the United Nations System is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Fluency in another United Nations official language is an advantage. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeThis is a project post. Filling of this position is subject to funding availability and extension of the mandate and/or the availability of the funds. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP United Nations ConsiderationsAccording 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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. 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