Conference Services Assistant (G-5)

Organizational Setting

This position is located in the Legal and External Relations Division (LEG), Policy Making Organ (PMO) Secretariat Support Section.

Reporting Lines

Under the supervision of the Chief, PMO Secretariat Support Section, to:

Duties and Responsibilties

1. Prepare official documents and correspondence for issuance, including required in-house clearances, as well as typing, formatting, correcting layout, spelling and syntax according to standards, and proofreading completed work, scanning hardcopy documents, convert documents to electronic format and assist in providing guidance to other divisions to pre-format their draft documents before submission to Policy-Making Organ Secretariat Support Section (PMOS);

2. Provide support to the elected office holders and Provisional Technical Secretariat (PTS) Officers during sessions of the Policy Making Organ (PMO) or other meetings; during sessions of the PMO as well as in the intersessional period, assist delegates with the provision of documents, including providing support with the preparation and updating of initial drafts of speaking notes for elected office holders, if required;

3. Assist with the drafting of documents and incorporating proposed changes in real time on screen, as needed, during sessions of the PMO and its subsidiary bodies;

4. Respond to queries e.g. from States Signatories and observers or in-house related to work of PMO, scheduling of meetings and follow-up and complete related requests according to established standards;

5. Act as focal point for registration of participants for PMO meetings and prepare the list of participants of PMO meetings;

6. Assist in the organization and conduct of PMO meetings, Article XIV Conferences, Science and Technology Conferences and other meetings are required; assist in organizing and updating the speakers list during the PMO meetings and Article XIV Conferences, including liaising with representatives of States and thus facilitating the smooth conduct of meetings;

7. Provide administrative support to the Section by drafting official correspondence and documents; maintain and coordinate the Section’s electronic document management system, files and all other relevant background materials; act as the Section’s timekeeper, coordinating attendance and leave plans; independently draft documentation related to administrative matters in the Section for clearance by the Chief of the Section;

8. Maintain and update PMO Bureau lists, as well as lists of delegates, experts and other lists relevant to PMO meetings, as needed;

9. Act as the Section’s focal point for PTS-wide projects assigned to the Section by assisting the Chief of Section in supervising or managing those projects, such as the establishment and maintenance of an information system with hyperlink to tasks assigned to the Preparatory Commission by the Resolution establishing the Commission (ISHTAR); 

10. Perform other duties as assigned. 

Education

• Completed secondary education and appropriate office training; training beyond high school in field relevant to the work is highly desirable;

Work Experience and Qualifications

• At least five (5) years relevant working experience, in particular in the field of administrative services, general office support or related area, preferably part of which should have been in an international environment;

• A good knowledge of Microsoft Office and other computer applications is essential;

• Knowledge of INDICO, WebEx, Interprefy platforms is desirable;

• Knowledge of Enterprise Resource Planning (ERP) systems such as SAP is desirable;

• High degree of accuracy and ability to pay attention to detail, and to follow written procedure;

• Ability to draft official documents and technical meeting notes in a clear and succinct manner is particularly desirable;

• Thoroughness and excellent attention to detail is essential.
   

Languages

• Excellent written and oral communication skills in English are essential.
• Working knowledge of other official CTBTO languages is desirable.

Competencies

• Professionalism - 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;
• Communication - Speaks and writes clearly and effectively; listens to others, correctly interprets messages from other and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed;
• Planning and organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary;
• Team work - Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; builds consensus for task purpose and direction with team members; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings;
• Accountability - Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable;
• Creativity - Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches; 
• 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 relationships 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 and setbacks in projects; meets timeline for delivery of products or services to clients;
• Commitment to continuous learning - Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve;
• Technological Awareness - Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks, shows willingness to learn new technology.