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Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia, may be accepted in lieu of the GGST.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Org. Setting and Reporting

This position is located in the Office of Information and Communications Technology and reports to the Section Chief of Broadcasting and Conference Services or the relevant area supervisor within the Broadcast and Conference Support Section.

Responsibilities

Within delegated authority, the Conference Operations Assistant will carry out the following duties:

• Assists the Conference Operations Supervisor in managing all conference operations and schedules through BCSS. Assist in the management of staff/contractors assigned to the conference operations in the various meeting rooms, studios and other areas inside and outside the U.N. campus. Review the scheduling, and determine shifts.
• Assists in the required daily basis coordination with relevant departments and clients including but not limited to DGACM, DPA, DPI and BCSS regarding the tasks to be performed and contribute to mid and long term planning for the scheduling of resources (staffing and equipment) for routine assignments and special events requirements.
• Serves at the assignment desk for the coordination and optimal application of available human resources related to Conference Operations.
• Serves as a support to the focal point who offers technical advice and hands on direction on the optimal maintenance and application of resources (both hardware and software) about the efficient realization of projects and operations within the Conference Operations area.
• Assistsin the management of the implementation of activities and participate in project evaluation.
• Assists in monitoring of all related works proceeding per established plans, including creating date to allow analyzing implementation difficulties and initiating remedial action; liaise with diverse organizational units to initiate requests.
• Supports the effective response to ad-hoc and unforeseen changes in demand for services, impacting on scheduling.
• Supports the drafting of standard terms of reference against project objectives; obtain necessary clearances; process and follow-up on administrative actions and resolve issues related to project implementation, etc.
• Assists in the good and sound deployment of technicians and extra needed work force in conjunction with the daily operations, avoiding the need of additional temporary technicians, thus, enhancing work efficiency and maintaining a reduced costs.
• Drafts correspondence and communications; including work plan revisions and other related issues, as well as prepare unit’s contributions for a variety of periodic reports.
• Supports the area to create, review, maintain and edit as appropriate technical documentation, ensuring that all works are correctly documented.
• Assists in the creation, delivery and evaluation of training programs as associated with the area.
• Keeps abreast of developments in the field; conducts research on new technologies; performs benchmarking and proposes new acquisitions; assists in the implementation of new technologies.
• Maintains and monitors relevant attendance records.
• Monitors and prepares completion of all periodic reports based on work done by technicians.
• Assists in the establishment of internal databases; sets up files, stores and manages data and information relevant to the scope of project activities. Conducts evaluation for technicians’ performance assessment in order to keep the high level of performance.
• Provides guidance to new/junior staff; performs on-the-job training for technicians, teaching methods and techniques for safe and efficient tasks.
• Supervises technicians and contracted staff; and plans for day-to-day assigned work.
• Performs equipment operations as well as other related work as required.
• Supports evaluation for technicians’ performance assessment in order to maintain high level of performance.

Competencies

• Professionalism: Knowledge of conference and broadcast service staffing best practices as it relates to the effective and cost efficient resource management. Knowledge of conference and broadcast, audio video systems, MAMS, BAS and CMSI systems. Knowledge of video teleconferencing systems, storage systems, media assets management systems, congress and simultaneous translation systems, tapeless audio and video systems and technologies, and telecommunication equipment with adequate skills on operations and maintenance, including standards and protocols, transport mechanisms, and end-user devices; Understanding of media acquisition processes and monitoring techniques to ensure acceptable performance/quality. 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.

• 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 partnerships 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 or setbacks in projects; meets timeline for delivery of products or services to client.

• Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

High school diploma or equivalent.

Work Experience

A minimum of seven years (7) of experience in conference operations and conference support or related area is required. Experience with all equipment in the relevant area of operations of conference operations is required. A minimum of three years in audio/visual conference and event operations, including operating an audio mixing board, electronic and signal flow, and audio/or video production equipment, lighting equipment and media related computers is desirable. Experience operating video conferencing systems is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.