Staff members in the General Services category are normally recruited and paid on a local basis. This appointment is for duration of two years, with a six-month probationary period and is subject to the OPCW Staff Regulations and Interim Staff Rules, as applicable.
The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.
Under the supervision of the Conference Services Officer, and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the incumbent performs the following duties: (a) To provide in-room conference services during the formal and informal meetings of the Policy-Making Organs and related Subsidiary Bodies;
- To ensure the logistics related to the setting up of the meeting rooms in line with the OPCW Protocol requirements;
- To set-up and manage the Digital Recording System cutter that works to fulfil the mandate of maintaining official records of the proceedings of OPCW;
- To operate the Audio/Visual Systems of the Conference Rooms in support to the Secretary of the meeting and of IT colleagues. This includes: configuration of the System, set-up of the LogDepot, Mediaboard, Livestreaming and Video on Demand, user management, adding markers and metadata of each meeting, etc.
- To provide assistance as required to the Secretary of the meeting, the Chairperson, and all participants at the podium;
- To distribute in a timely manner current official-series documents and related materials, in the six official languages;
- To liaise with delegations, as appropriate, regarding the distribution of statements and ad hoc documents;
- To ensure his/her own familiarity with the documents and materials being distributed to Member States, and with the delegates most directly involved in specific issues; and
- To maintain his/her own general awareness of the issues under current consideration by the bodies of the policy making organs.
(b) To prepare floor plan of seating arrangements in accordance with meeting requirements and OPCW protocol, ensuring proper order of seating;
(c) To prepare monthly statistics on meetings held at the OPCW HQ and other locations;
(d) To maintain tidy and logically-organised records related, inter alia, to meeting preparation, documents distribution, and recording of speakers’ lists, as appropriate, ensuring that these are archived in a manner which permits quick and easy retrieval of information;
(e) To prepare logistics for meetings/conferences to be held away from OPCW HQ and coordinate with substantive offices under the supervision of the Conference Services Officer;
(f) To assist the Documentation Assistants in the drafting of the List of Participants for each Conference of States Parties and Executive Council Session or Meeting by coordinating directly with members of the delegations including Ambassadors, to gather their participant information;
(g) To carry-out the distribution and storage of classified official-series documents for discussion by the policy making organs, in accordance with the confidentiality guidelines as determined by the Office of Confidentiality and Security in the Manual of Confidentiality Procedures, and related work instructions;
(h) To communicate with the Documentation Assistants and the OPCW Audio-Visual Technician as necessary, regarding the requirements for technical and audio-visual equipment at meetings of the policy making organs and as requested, meetings coordinated by other divisions and branches, to ensure that the equipment is available, in place and operational prior to the meeting start-time. In the absence of the Audio-Visual Technician, the incumbent shall provide the required technical assistance to the extent that this is within his or her area of competence;
(i) To provide front-line customer service and information to delegations and Secretariat Staff alike on matters relating to meetings and presentations, including scheduling and other procedural concerns. May be required to make ad hoc decisions, within his or her area of competence, to resolve issues in the absence of and on behalf of the Conference Services Officer, which affect the effectiveness of the meetings of the policy-making organs and the reputation of the Division and the Technical Secretariat;
(j) To serve on rotating desk coverage, as necessary, to the Documentation Counter services in the absence of the Documentation Assistants;
(k) To maintain the highest standard of delivery of service through demonstrated knowledge of protocol issues in a diplomatic environment, and through professional dress and conduct appropriate interaction with diplomats, and;
(l) Other duties as required.
Knowledge and Skills
- High School Diploma or equivalent diploma of secondary education is essential;
- Completion of post-secondary education in conference or records management, or in the field of international relations is desirable;
Skills and Abilities (key competencies):
- The incumbent must have strong organisational and interpersonal skills that allow for effective and professional delivery of a wide variety of support services in the course of the formal and informal work of Member States delegations through document distribution and in-session support in the meeting room;
- Excellent communication skills, resourcefulness, initiative, maturity of judgment and team spirit;
- Computer literacy;
- Knowledge of meeting room set-up, and operation of standard meeting room and reprographic equipment;
- Ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
- Sound knowledge of standard Microsoft applications, including MS Word, MS Excel, MS Publisher and possibly MS Visio;
- Effective organizational skills and ability to handle a large volume of work in an efficient and timely manner;
- A discreet and vigilant approach to the business of the Conference Services Section must be maintained at all times by the incumbent;
- Discretion and loyalty;
- Knowledge of diplomatic and business protocol.
Essential: At least one year of relevant experience in general administrative work, records and documents management.
- Previous work experience in international conferences would be an asset;
- Proven interpersonal skills and ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds while maintaining impartiality and objectivity;
Familiarity with the operation of technical equipment would be an asset, in particular, equipment related to audio and visual display, recording or editing technology, and/or printing and copying machines.
Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.
Annual Salary – Total annual salary consists of a net annual salary (net of taxes and before medical insurance and provident fund deductions).
CANDIDATES ARE ADVISED THAT ONLY APPLICATIONS SUBMITTED BEFORE THE CLOSING DATE AND THROUGH OUR WEBBASED E-RECRUITMENT SYSTEM WILL BE CONSIDERED.
STAFF MEMBERS IN THE GENERAL SERVICES CATEGORY ARE RECRUITED AND PAID ON A LOCAL BASIS
Only applicants under serious consideration for a post will be contacted.
Applications from qualified female candidates are strongly encouraged.