Senior Meetings Services Assistant

hace 7 meses

Santiago de Chile United Nations A tiempo completo

This position is located in the Conference Services Unit, Office of the Executive Secretary. The Senior Meeting Services Assistant reports to the Chief of Office of the Office of the Executive Secretary.

**Responsibilities**:
Under the supervision of the Chief of Office of the Office of the Executive Secretary, the Senior meeting service assistant is responsible to coordinate and supervise the Conference Service Unit and management of facilities and related services for ECLAC's official meetings including conferences, forums, roundtables, seminars, press conferences, and other special events and of other meetings that are either sponsored by ECLAC or those in which ECLAC lends its conference rooms in Santiago, Chile and in other countries of the region.

1. supervises organizes and coordinates all basic services for conference services in general:
a) prepares and maintains updated calendars of events for ECLAC intranet and external website.

b) contains updated database of all meetings with relevant details such as date, venue, requirements, participants, confirmations etc.

c) prepares monthly statistics of all ECLAC related events in Santiago and elsewhere and provides input to institutional reports were required

d) Prepares invitations to all ECLAC-related events and supervises their distribution

e) contacts hotels in Santiago and in the region to negotiate preferential rates for ECLAC staff members and other participants in ECLAC events

f) makes hotel reservations for participants consultants and special guests in Santiago and for ECLAC secretariat when traveling abroad

g) provides logístical information for participants at events in Santiago and for staff when traveling abroad

h) coordinates transportation for events as necessary

i) maintains and continually updates a list of qualified certified interpreters working in the region. Contacts, selects and contracts interpreters as necessary for events in Santiago and in the region.

j) supervises technology of conference services (audio, visual, digital, etc.) and suggests upgrades as warranted

k) requests temporary assistant when necessary and schedules and supervises the work

l) trains and provides supervision to new and junior staff in the unit

m) provides information and or training when applicable to secretaries and support staff regarding request and use of conference rooms, protocol, etc.

n) 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.

o) Assists with visualizations and updating information material such as web pages or brochures.

p) performs other duties as required.

2. Supervises, organizes and coordinates specific services for ECLAC events in Santiago:
a) maintains an efficient and effective system of scheduling and distributing ECLAC conference rooms according to the importance of the event, number of participants and specific requirements.

b) coordinates video conferences and teleconferences in Santiago

c) determines the material and human resources requirements of meetings and prepares cost estimates for consideration by the requesting office

d) provides material and support for participant registration

e) coordinates with ECLAC security and with government authorities on protocol and security issues related to general visits and high-ranking visitors

f) makes seating arrangements for the conference rooms,

g) organizes and supervises luncheons, cocktails and coffee breaks for meetings and for official visitors to the secretariat, including selection of caterers and/or menus. Making seating arrangements for official meals when necessary.

h) is present in conference rooms during events to anticipate and resolve problems that might arise and assure that all services are functioning.

i) drafts letters and general correspondence for the signature of the secretary of the Commission

j) coordinates with General Services cleaning and maintenance of all conference rooms

k) maintains inventory of conference services unit supplies and equipment such as projectors computers, sound and interpretation equipment, cameras, batteries, CD's, DVD's, flags, kitchen equipment, water glasses and jugs, nameplates, identification cards, invitation cards, etc., and requests repairs, upgrades or replacements when necessary.

3. Supervises, organizes and coordinates services for all ECLAC related meetings and events in the region:
a) prepares annexes for agreements between ECLAC and host countries for meetings, requesting conference rooms and related workspace, offices furniture, equipment (computers, printers, telephones, sound and interpretation equipment, photocopiers, etc.), office materials and medical and other services.

b) assists the Secretary of the Commission in visiting host country, when required in order to evaluate the locally available facilities and coordinate meeting o

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