Supervising, as needed, the voting and election process and the preparation of tabulation of voting patterns.
Assisting in the preparation of the preliminary list and annotation of agenda items and daily material concerning the proceeding of committees and meetings/conferences.
Preparing a list of participants.
Maintaining a database of meetings based on requests and publishing the list indicating the interpretation requirements, venue, date and other relevant information, on a monthly basis.
Preparing monthly statistics on meetings of the Basel, Rotterdam and Stockholm Conventions.
Determining the material and human resources requirements of meetings and preparing the cost estimates for consideration by the requesting office.
Allocating conference facilities and meeting rooms.
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Maintaining an accurate record of speakers and/or an attendance record and coordinating with delegations on their position on the list of speakers.
Undertaking research and providing reference materials for preparation of briefs, notes and statements for the chairperson of committees and meetings/conferences.
Ensuring reports of committees and meetings/conferences meet the UN document standards and coordinating with the documents control office for reproduction of reports.
Preparing floor plan of seating arrangements in accordance with meeting requirements and UN protocol.
Attending coordinating/planning meetings, representing the Unit/Section regarding organizational arrangements for special committees and meetings/conferences and updates files accordingly.
Preparing for committees and meetings/conferences to be held away from the Secretariat’s Headquarters, coordinating with substantive offices and preparing cost estimates.
Drafting correspondence and notes for signature.
Maintaining and updating filing and reference system regarding procedures and reference materials for committees and meetings/conferences.
Responding to queries from delegations and Secretariat.
Replacing as needed, senior staff in related functions.
Participating in the recruitment of temporary assistants and scheduling and supervising their work.
Providing guidance/training, as needed, to junior staff.
Performing other duties as required.
PROFESSIONALISM: Knowledge of the Organization’s conference policies, procedures and practices. Ability to research, select, organize and summarize information required for the preparation of meetings. 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. 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.