Administration Senior Officer [Technical Services Support Officer]

Venue and Facilities Management: 

• Provide technical, administrative and logistical support to the 10th UNAOC Global Forum;
• Participate in preparatory meetings of the Organizing Committee;
• Collect from UNAOC team members all equipment, supplies and furniture requests for each Forum session and special event; maintain the database and liaise with the Host Government on those requests;
• In coordination with the Host Government, verify that all necessary audiovisual equipment is provided for each session and special event ahead of time, per UNAOC requirements;
• Assist the Organizing Committee with technical arrangements related to the plenary, breakout sessions and other special events organized in the context of the Forum (microphones,  presentations, digital backdrops, videos, etc.) and liaise with local technical teams and venue staff while on-site to handle each session’s unique needs;
• Ensure the temporary offices of the UNAOC delegation, High Representative and other UN senior officials are set up by the Host Government in line with UNAOC requirements; act as a focal point for any technical issues related to the temporary office of the UNAOC delegation (printing, connectivity, WIFI, ethernet connections, office supplies provided, etc.);
• Ensure that UNAOC and UNSG bilateral meeting rooms are set up in line with UNAOC requirements (including furniture, decoration, temporary catering);
• Support rehearsal processes for various segments of the Forum;
• Provide support to the UNAOC communications team in ensuring adequate branding throughout Forum venues.

Registration and Accreditation Process: 

• Review and verify the authenticity of details provided by registered attendees (e.g. verify salient details entered on the registration form against the participant’s passport information);
• If needed, update the registration system with the latest information, once the online registration process is officially closed;
• Regularly check the generic email account created for online registration and respond to general queries regarding registration and/or share the query with the Organizational Committee members for their attention and guidance on how to respond;
• After the closure of the online registration, ensure that all registered attendees have their accreditation badges issued and help verify that all details printed on their badges are correct;
• Upon closing of online registration, export and finalize the database of all registered individuals’ names, along with their professional titles, affiliations and photos, to be provided to the vendor for printing accreditation badges;
• Troubleshoot, resolve potential issues, and provide ad hoc support to on-site registration and accreditation during the Forum in Cascais (25-27 November 2024);
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

• Advanced university degree (Master’s degree or equivalent) in preferably in Event Management, Conference Management, Information Management, Multimedia Communications, Audiovisual Production, Film and Sound Engineering, or a related field.
• A first-level university degree with a relevant combination of academic qualifications and 2 years of work experience may be accepted in lieu of the advanced university degree. A technical certificate or diploma in a relevant field with 5 years of work experience may be considered.

Work Experience

Required:

• A minimum of one (1) year of relevant experience in general audiovisual production, event management, facilities management, administrative or operations support services in national or international public or corporate organizations is required;
• Proficiency in Microsoft Office Suite;
• Excellent communication and interpersonal skills;
• Very strong attention to details;
• Ability to work collaboratively within a team;
• Wiliness to travel and work flexible hours as needed.

Desirable: (The following experience is optional. Candidates who do not have it are welcome to apply)

• Experience in the UN system organizations is desirable.
• Strong organizational and project management skills.

Language requirements

• Fluency in English is required.
• Knowledge of French or other UN working languages is desired.
• Portuguese language skill constitutes an added advantage.