Intern-Meeting Services Assistants

Work Location

Addis Ababa

Expected duration

6

Duties and Responsibilities

This position is located in the Publications & Conference Management Section (PCMS), Administration and Conference Management Division (ACMD). The interns will work under the overall supervision of the Chief Conference Planning and Coordination Services Unit (CPCSU) of the section and the direct supervision of the supervisors of the Meeting Planning and Meeting Services Assistants. The internship is for six (6) months with opportunity for extension depending on the needs of the Section under supervision of a designated staff in the unit. He/She will work full-time five days per week (34 hour per week) under the supervision of a staff member in the Section assigned. Responsibilities: • Assist in the daily and weekly programme of assigned committees and meetings/conferences prepared by senior staff for distribution. • Prepares and organizes sets of official documentation in the document booth, in the six official languages, for distribution in the conference room. • Informs relevant offices/persons of changes in the daily programme of committees and meetings/conferences. • Ensures the distribution of procedural notes for the chairpersons of assigned committees and meetings/conferences. • Assists in the preparation of the preliminary list and annotation of agenda items, the list of participants, and daily material concerning the proceeding of committees and meetings/conferences. • Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences. • Maintains an accurate record of speakers and/or an attendance record and coordinate with the Secretariat, verbatim reporters and delegations on their position on the list of speakers. • Assists in the voting and election process by distributing and collecting ballots and the preparation of tabulation of voting patterns. • Ensures that reports of committees and meetings/conferences meet the UN document standards and coordinates with the documents control office for reproduction of reports. • Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol. • Prepares monthly statistics on meetings held at headquarters and offices away from headquarters. • Prepares for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Commissions, coordinates with substantive offices, and prepares cost estimates. • Drafts routine correspondence for signature. • Makes arrangements for and coordinate video and teleconference activities at headquarters. • Maintains filing and reference system of procedures and reference materials for committees and meetings/conferences. • Responds to queries from delegations and the Secretariat. • Replaces, as needed, senior staff responsible for room reservations and the electronic distribution of the daily programme of meetings. • Provides guidance/training, as needed, to temporary assistants and junior staff. • Assists 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. • Assists with visualizations and updating information material such as web pages or brochures. • Performs other duties as required.

Qualifications/special skills

Applicants must be enrolled in a degree programme in a graduate school (second university degree or higher) both at the time of application and during the internship; or applicants pursuing their studies in countries where higher education is not divided into undergraduate and graduate stages must have completed at least four years of full-time studies at a university or equivalent institution towards the completion of a degree. Applicants to the UN Internship Programme are not required to have professional work experience. However, a field of study that is closely related to the type of internship that you are applying for is required. Applicants must be a student in the final year of the first university degree (bachelor or equivalent), Master’s or Ph.D. Programme or equivalent, or have completed a Bachelor’s, Master’s or PH.D. Programme. Do you meet any of the above criteria? If yes, please indicate which one and attach proof to the application. Please note that you will have to provide an official certificate at a later stage.

Languages

English and French are the working languages of the United Nations Secretariat. Fluency in spoken and written English is required for the internship. Knowledge of an additional official UN language is an advantage. Arabic, Chinese, English, French, Russian and Spanish are the official languages of the United Nations Secretariat.

Additional Information

Not available.

Intern Specific text

Interns are not financially remunerated by the United Nations. Costs and arrangements for travel, visas, accommodation and living expenses are the responsibility of interns or their sponsoring institutions. Interns who are not citizens or permanent residents of the country where the internship is undertaken, may be required to obtain the appropriate visa and work/employment authorization. Successful candidates should discuss their specific visa requirements before accepting the internship offer.

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.