Org. Setting and Reporting
This position is located in the Operations Unit, Broadcast and Conference Support Section (BCSS), Regional Service Management Service (RSMS), Operations Support Division (OSD), in the Office of Information and Communications Technology (OICT).
The Broadcast and Conference Support Section is responsible for the management, operation and maintenance of the electronic conference/meeting video conferencing and public information broadcast facilities at the United Nations (UN) Headquarters.
The United Nations Office of Information and Communications Technology is making efforts to improve gender parity. We are committed to providing an inclusive culture and exciting opportunities for women in the ICT field.
The Conference Operations Officer reports directly to the Chief, Operations Unit, BCSS.
Within limits of delegated authority, the Conference Operations Officer will be responsible for the following duties:
• Manage the BCSS operation and scheduling of all conference rooms and meeting facilities and facilities requiring the support of Conference Microphone and Simultaneous Interpretation services.
• Manage and supervise as required the staff and contractors assigned to conference operations in the various conference rooms, studios and other areas inside and outside the United Nations Complex such as Secretary-General's Residence and Field Missions.
• Manage and ensure an effective and sound deployment of technicians and equipment as well as any additional work force needed for conference operations' activities, ensuring the creation and management of effective and adequate detailed scheduling of staff and resources, within effective use of budget and resources.
• Create, update and review hourly, daily, weekly scheduling of staff and contractors and determine work shifts and deployment of resources, to most efficiently meet needs.
• Coordinate on a daily basis with the Department for General Assembly and Conference Management (DGACM), Department for Global Communications (DGC), BCSS and other clients regarding the tasks to be performed; resolves conflicts in scheduling long term plans, special events requirements and contribute to a regular planning schedule for resources (staffing and equipment).
• Coordinate with other areas of BCSS to effectively maintain continued delivery of service, including but not limited to the coordination on procurement, service, repair and replacement activities.
• Monitor and maintain attendance and the quality of service delivery of staff and technicians assigned to meetings and conference duties and rooms related to DGACM and BCSS assignments to ensure that the work is carried out correctly and successfully completed.
• Prepare daily, weekly and monthly status reports of the work performed and the quality of work performed by the technicians and supervisors.
• Create, update and review all conference operations documentation as related to both the provision of service and the good operation and configuration of equipment under the responsibility of the Conference Operations Officer.
• Hold regular meetings with the Head of Operations, Head of Engineering, Head of Administration, Studio Production Operations Supervisor, Post Production Supervisor and Conference Room Operations Supervisor to acquaint him/herself with their activities and alert them of possible problem situations.
• Evaluate the performance of staff and maintain high standards of technical skill and support delivery by conference operations.
• Develop, deliver and evaluate on-the-job training for staff and contractor conference technicians; provide guidance on safety measures and new techniques leading to efficient performance.
• Coordinate activities related to budget and funding (progress reports, financial statements, etc.) and prepare related documents/reports (work programme, programme budget etc.) in relation to staffing and operation of the area.
• Identify office technology needs and maintenance of equipment, software and systems, coordinate enhancements as necessary.
• Provide substantive support to consulates and other meetings, conferences, etc., this includes proposing agenda topics, identifying participants, preparation of documents and presentations, etc. either at Headquarters or Offices Away from Headquarters.
• Supervise and train staff/technicians as required.
• Evaluate staff performance and make recommendations regarding hiring of contracted staff.
• Represent the Operations Manager at meetings and conferences related to conference operations with DGACM and others as required.
• Perform conference equipment configuration and operations as well as other related duties as required.
• Professionalism: Knowledge of the Organization’s conference ICT policies, procedures and practices. Ability to research, select, organize and summarize information required for the preparation of meetings and conferences. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; 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; uses time efficiently.
• 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.
Advanced university degree (Master’s degree or equivalent degree) in business management, engineering, electronics or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. ITIL Service Operation Certification is desirable. Certification in Prince 2 Practitioner is desirable. Certification in ITIL Foundation is desirable.Work Experience
A minimum of five (5) years of progressively responsible relevant experience in broadcast production operations, telecommunications operations or related area is required.
Experience in the deployment of technicians and telecommunications and broadcast equipment as well as workforce planning for operational support activities is required.
English and French are the working languages of the United Nations Secretariat. For the position 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 a competency-based interview.Special Notice
Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.