Conference Technology Assistant

VN Category (INT / EXT / EOI):

Job Category:

This is an external vacancy notice open to external candidates and WTO staff. It is posted on the WTO internal as well as external career site. Eligible WTO staff on short-term, fixed-term or regular contracts and interns must apply through the Workday internal career site.

This is a Fixed-term contract funded through the regular budget. The duration will be two years with the possibility of extension, unless specified in the vacancy notice.

The recruitment policy of the WTO is to seek to attract and retain staff members offering the highest standards of competence, efficiency and integrity. As an Equal Opportunities Employer, the WTO gives full regard to merit and diversity.

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The Administration and General Services Division is looking for a Grade 4 staff member to work as a Conference Technology Assistant in the Conferences and Visitors Service Section.

The Conferences and Visitors Services Section provides a range of high-quality conference services, ensuring that delegates, guests and visitors to the WTO have conference facilities adequately equipped for meetings and conferences. The services provided ensure that meetings, both in the WTO and in other locations, are effectively and efficiently scheduled and supported. The Section also provides transport services to Senior Management and VIPs.

GENERAL FUNCTIONS          

Reporting to the Virtual Meetings Coordinator, the selected staff member will perform tasks and processes related to preparation of, monitoring and supporting virtual meetings. Key functions include:

• Provide technical support, advice and assistance to Members and Secretariat staff on virtual platforms for WTO meetings.
• Act as the main point of contact with the virtual platform external provider and coordinate provision of daily remote support and other services.
• Assist meeting organizers (Divisions) and coordinate with Ushers/External Relations and IT on the preparation of virtual meetings.
• Assist Delegates on issues related to access to virtual meetings with authentication (ADFS/WTO account) including interacting directly with delegates by phone or email to provide technical support.
• Organize the weekly remote support needs with the virtual platform external provider.
• Provide in-person support to organizers on the podium in meeting rooms before the start of meetings to ensure that meetings run smoothly.
• Monitor all requests for assistance made by Organizers/Remote participants.
• When necessary, monitor live meetings and troubleshoot for Delegates (remote participants) throughout the meeting.
• Draft incident reports, technical notes, guides, and prepare statistics on meetings and other documents upon request and own initiative. 
• Contribute to different administrative tasks: manage the shared email box and internal calendar of daily activities, take notes and minutes. Verify and validate invoices and address anomalies if any.
• Contribute to the drafting of technical documents for tenders.
• Act as a backup person to provide in-situ hands-on expertise on video conferencing within the Director-General's office (DGO), in coordination with the DG’s office assistants and Special adviser, as well as the WTO's social media and audio-visual unit.

REQUIRED QUALIFICATIONS

Education:

Completion of secondary school and/or equivalent technical or commercial school.

Knowledge and skills:

Technical knowledge and skills:

• Familiarity with virtual meetings platforms using an authentication solution (ADFS/SSO) for remote participants in an international organisation setting.
• Advanced Level in Microsoft Office tools such as Word, PowerPoint, Excel, etc.
• Good knowledge of audio and video equipment (cameras, microphones, etc.) used for virtual meetings.

Behavioural skills:

• Strong Analytical skills.
• Strong communication skills.
• Ability to multitask.
• Tact and diplomacy.
• Good organizational and planning skills and high attention to detail.
• Client and service oriented.
• Proactive and impromptu thinking and problem-solving.
• Ability to work under pressure and manage time efficiently.
• Strong and quick self-teaching will.
• Teamwork spirit while able to work independently, including working in other Units of the Section when the need arises.

Work experience:

A minimum of 3 years of experience in general office support and related areas, particularly in an International Organisation setting.

Languages:

Excellent knowledge of English (level corresponding or equivalent to a minimum of level C1 of the Common European Framework of Reference for Languages) both oral and written. Knowledge of   French, both oral and written (level corresponding or equivalent to a minimum of level B2 of the Common European Framework of Reference for Languages) is also required.

Additional information

The incumbent may occasionally be asked to work beyond standard working hours, depending on the work demands.

Additional Information:
 
Only applications from nationals of WTO Members will be accepted. 

The recruitment process will be undertaken as per Administrative Memorandum No. 976 (OFFICE(16)/15) on Staff Promotions and external recruitment through Vacancy Notices.

For non-entry level positions, the position may be offered at a lower grade if the selected candidate does not fully meet all the required qualifications (not applicable to director positions).

The initial fixed-term contract for positions up to grade 10 shall normally be two years, which shall be probationary, as per Administrative Memorandum No. 997 (OFFICE(23)/4) on Probation Policy. For Director positions, the Policy on evaluation of directors apply as per Administrative Memorandum No. 978 (OFFICE(17)/29).

The WTO may use various communication technologies such as video or teleconference for the assessment and evaluation of candidates. The recruitment process may also involve the use of various forms of testing, assessment centres, interviews and reference checks. 

Applicants may be required to sit a written examination. 

Applicants will be contacted directly if selected for an interview. 

Candidates not selected whose performance in the selection process nevertheless shows them to be suitable for a similar position may be kept on a roster for up to 24 months, and may subsequently be called upon as and when the need arises for additional resources.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the closing date – Geneva (Switzerland) time – stated in the vacancy announcement. 

PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE CLOSING DATE WILL NOT BE ACCEPTED. 

The WTO is a non-smoking environment.