JOB DESCRIPTION

In response to the increasing technical requirements for in-person, virtual and hybrid meetings scheduled involving preparation and operations outside working hours, including nights, weekends and holidays, ADB/LPC/ICS/COS is reinforcing its team to serve ongoing ICAO meetings, including meetings of the Council and Air Navigation Commission (ANC).

These positions are for ongoing functions, to be filled for an initial period of 12 months with a possibility of 12-month extension without break-in-service. The incumbents will be expected be fully autonomous for the operations in the audiovisual cabins for the Conference Rooms, Council and ANC Chambers and to work onsite, on a flexible schedule, depending on conference operation requirements, including evenings and weekends.

The Bureau of Administration and Services (ADB) plays a lead role in the effective and efficient administrative management of the Organization by ensuring the provision of high-quality physical and human resources, by applying the highest standards of work ethics and conduct, and by using results-based management skills and tools to support the Organization in implementing its Strategic Objectives, in order to serve all stakeholders of the world aviation community.

Languages, Publications and Conference Management (LPC) provides conference services and interpretation, translation, and editorial services in the six ICAO working languages (Arabic, Chinese, English, French, Russian and Spanish). Based on the principle of simultaneous distribution of meeting documentation to governing bodies, it ensures the issuance of papers, the provision of interpretation and conference services to Council, its subsidiary bodies, the Air Navigation Commission and other ICAO meetings held within and away from Headquarters. The Interpretation and Conference Services (ICS) of ADB is responsible for interpretation and conference services.

The Conference Services (COS) Unit of ICAO is committed to client satisfaction, fulfillment of compliance obligations, protection of the environment and provision of safe and healthy working conditions, while providing sustainable venue and event management services. We are committed to fulfill legal and standardization requirements to protect the environment, eliminate occupational health and safety hazards and risks for the prevention of work-related injury and ill health. By consulting with and encouraging the participation of our staff, the continuous improvement of the Quality, Environment, Occupational Health and Safety (QEHS) Management System is ensured. VEM conforms to the requirements of International Standards ISO 9001:2015, ISO 14001:2015, ISO 45001:2018, ISO 20109:2016 and ISO 2609:2016.

Acts as primary and autonomous Conference audio-visual technician and operator for the ICAO Conference Rooms, Council and Air Navigation Commission Chambers, achieving results such as:

• Prepare the meeting autonomously, following the guidance and continuous training of the Senior Audio Visual technicians staff in charge of the technical solution and infrastructure for the ICAO Conference Centre.
  • The incumbent should be able to operate and troubleshoot all control rooms in the ICAO Conference Centre, independently, without supervision.
• Provide Tier 1 (basic help desk) and Tier 2 (in-depth technical) support for AV infrastructure, equipment and services within the ICAO Conference Centre, and Tier 2 support for basic technical services provided by the Event Coordination team (COSEC). If no solution is available, the operator will escalade incidents to Tier 3 (Senior Audio Visual technicians).
• Write operator manual and technical documentation for the AV cabins for Conference Rooms (with interpretation), Council and ANC cabins (project documentation, technical manuals, reports, etc.)
• Operate, test, support, troubleshoot physical and virtual meetings (Zoom, RSI platforms, etc.)
  • Properly Setup meeting in system, run operational tests, check daily system hardware/software.
  • Troubleshoot system and make any repairs.
  • Evaluate new systems and prepare feedback to management on how operational system is.
  • Monitor, operate and oversee online virtual meetings (host or co-host role, etc. …)
  • Provide level 2 and 3 support for virtual meeting platforms.
• Operate both computerized microphone systems (BOSCH Dicentis) and A/V equipment for ICAO Governing Bodies meetings (Council, Air Navigation Commission), to ensure a high-quality audio feed from and to the meeting participants, and interpreters, as well as to the recording technician and to Conference Recording and Monitoring System (CRMS).
• Set up the conference rooms prior to meetings (seating, nameplates, audio, hardware, software, etc.); modify and troubleshoot the conference room computer system program to aid the President or Chairperson in carrying out an efficient and orderly meeting (country and/or members’ names setup according to the seating plan), and setup the A/V equipment.

•     Assist in conducting maintenance and daily set-ups of portable A/V equipment, i.e. LCD sources, public address systems, media sound distribution centres, etc.

• Operate sound and microphone systems in conference rooms.
• Program CRMS (Conference Recording and Monitoring System) for audio and video recordings on an emergency backup basis
• Retrieve recordings for clients, transcription, Delegations, etc.
• Host, operate and oversee virtual meetings, coordinate recordings, meeting reports etc.
• Operate HUB interpretation systems developed by CTS to provide full interpretation services during virtual and hybrid meetings.
• Ensure the confidentiality of meetings.

Acts as secondary operator for the Broadcast Centre, achieving results such as:

• Prepare the meeting, following the guidance and continuous training of the Senior Audio Visual technicians staff in charge of the technical solution and infrastructure for the Council and ANC chambers and broadcast configuration. The incumbent should be able to operate and troubleshoot the Broadcast Centre operations.
• Operate, test, support, troubleshoot hybrid and virtual meetings (Zoom, Teams, RSI platforms, etc.)
  • Properly Setup meeting in system, run operational tests, check daily system hardware/software.
  • Troubleshoot system and make any repairs.
  • Evaluate new systems and prepare feedback to management on how operational system is.
  • Monitor, operate and oversee online virtual meetings (host or co-host role, etc. …)

Acts as Venue Logistics assistant, achieving results such as:

• Assist in meetings’ preparation by setting up and configuring conference hardware and operate equipment during conferences.

•     Setup meeting rooms as per specific clients’ needs.

•     Complete and maintain a log and checklist of supplies and equipment for meeting rooms.

•     Venue Stage operator: Maintain and operate the stage lighting system in the Assembly Hall.

•     Exhibition setup clerk Setup exhibition equipment and furniture, including booths, power and audio/visual.

•     Any other logistic task for ICAO events.

Acts as project manager for assigned AV projects assigned by the CTS supervisor or Senior AV technicians

• Lead the implementation project for the implementation of solutions, including infrastructure, procurement market research, installation and maintenance. It will include full project, maintenance, technical support, user support, and user documentation.
• Perform set up and maintenance.

Performs other related duties as assigned.

Completion of technical school diploma. including courses on audio and video technology and operations, IT systems on Video Data projector, equipment installation, operation, repair, and maintenance. Certificates in audio and video (including DANTE level 2 minimum) and other formal IT/AV training.

• At least 5 year-experience in operating audio-visual systems for conventions, conferences and events.
• Extensive experience with audio and video technology and operations, IT systems on Video Data projector, equipment installation, operation, repair, and maintenance, including Bosch Dicentis systems.
• Extensive experience with remote platforms (Zoom Rooms and Team Rooms Pro)
• Work experience with A/V equipment, computers and specialized software (microphone management; video editing; sound editing); video technology (standards, format, region codes, etc.).
• Ability to work with media and recording patch panels and high voltage electrical equipment.
• Collaboration and teamwork skills.
• Effective communication and presentation skills, including proven track record of technical writing.
• Knowledge of ISO standards would be an asset.
• Work experience with ICAO Conference Technical Services, and its infrastructure, systems and equipment.

Essential

The work requires functional reading, writing and speaking abilities in English and French.

Desirable

Knowledge of any of the following languages of the Organization (Arabic, Chinese, Russian, Spanish).

1. Client orientation: The willingness and ability to see things from the clients’ perspective anticipate client needs and concerns; find appropriate solutions for clients and keep clients informed.
2. Planning and organizing: The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently.
3. Technological awareness: The willingness and ability to keep abreast of available technology, understand the applications and limitations of technology and actively seek to apply and learn about new technology.
4. Teamwork: The ability to work cooperatively or collaboratively with colleagues in work groups and as part of teams to achieve agreed goals. Initiative, discretion and the ability to maintain harmonious working relationships.

It should be noted that this consultancy is to be filled as an ongoing contract for a period of twelve (12) months, with possibility of extension, based on autonomy and performance. The incumbents will be expected to work on a flexible schedule, depending on conference operation requirements, including evenings and weekends.

Please note that the daily rate for this role starts at CAD $248 (Band B).

Interested candidates must complete an on-line application form. To apply, please visit ICAO”s e-Recruitment website at: https://careers.icao.int.

ICAO does NOT charge any fees or request money from candidates at any stage of the selection process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.