Assistant

The Department of Operational Support and Services is comprised of several services, Infrastructure Support Services (ISS), Logistics Support Services (LSS), Corporate Procurement Policy and Coordination (HQ/CPC), Security Services (SEC) and the Global Conference and Training Centre (GCT). The Work of OSS is included under the scope of Category 6, to develop and sustain WHO as a flexible, learning Organization, enabling it to carry out its mandate more efficiently and effectively, and Programme Area 6.4 to provide effective and efficient management administration established across the Organization.

The Conference and Events Coordination (CEC), under LSS is headed by the Administrative Services Officer and covers the following three areas/teams\:

1) The Conference and Meeting Planning (CMP) team manages, organizes and administers the logistics needed in support of Constitutional meetings (WHA, EB, Conference of the Parties, Other Intergovernmental Working Groups), as well as over 5'000 departmental meetings organized per year;

2) Admin., Operational Support and Transport (AST) and

3) Print Production Services (PPS).

DESCRIPTION OF DUTIES

Under the general supervision of the CMP team leader, and as a member of the Conference services team the primary functions are\:

- Arranges and monitors the use of WHO conference rooms, including negotiating room changes to maximize the rooms that are available;

- Maintains and monitors Online Conference Room Information Systems;

- Takes action to recover the meeting overhead charges and other related costs incurred by units in WHO as well as other entities;

- Updates the WHO Conference services Website with all relevant information;

- Updating and issuance of an Information guide for participants attending meetings held at Headquarters;

- Assists departments with the coordination of facilities in the delivery of exhibitions and other activities associated with major celebrations and events;

- Prepares the weekly programme of events;

- Provides logistical assistance during major off site Conferences or Events organized by WHO;

- Oversees the smooth operation of the technical sides of small and large-scale WHO meetings and events.

- Ensures that the technologies used in audiovisual context are available and are smoothly functioning at these events, many of which also take place outside WHO headquarters.

- Ensures technology surveillance, test and document new technology that could be used in WHO headquarters.

- Test the multimedia content with meeting organizers and demonstrate how to use the in-room equipment.

- Use and support videoconferencing systems and webcasting tools such as WEBEX.

- Development of tools allowing proper management of rented material, daily management of temporary staff, and display of weekly schedule.

- Ensures meticulous advanced planning, configuration, purchase of equipment and trouble-shooting in case of unexpected issues during events.

- Stock management and verification that all equipment are available when needed and properly functioning all time.

REQUIRED QUALIFICATIONS

Education

Experience

Essential\: Five years of experience, of which at least 2 in the area of Conference Services, Events management and logistics, including experience in an international environment.

Proven experience in monitoring and using AV systems such as Televic, Crestron, CISCO and Polycom videconferencing systems and webcasting tool such as CISCO WEBEX.

Experience in using general conference equipment such as microphones and in-room cameras.
Desirable\: Technical knowledge of the WHO computer managed environment. Knowledge in database programming is desirable.

Skills

- Proven expertise in monitoring, setting up and using AV systems such as Televic, Crestron, CISCO and Polycom videconferencing systems, interpreters equipment, multi-media equipment such as projectors, wireless microphones and speakers.

- Sound understanding of streaming technology in general and AV systems.

- Proven expertise using databases to manage temp staff recruited for events, rental and stock management of equipment, contract management and follow up financial back-charging of activities, etc.

- Proven organizational skills; excellent interpersonal and communication skills both written and verbal; ability to work on own initiative or cooperatively and effectively as a member of a team;

- A good feel for figures and basic accounting; deal patiently and tactfully with people;

- High sense of initiative, accountability, diplomacy, and good judgment.

- Work also requires maintaining and developing computer skills by attending in-house courses or through the use of self-training software packages.

WHO Competencies

Use of Language Skills

REMUNERATION

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level

• Only candidates under serious consideration will be contacted.

• A written test may be used as a form of screening.

• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link\: http\://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• For information on WHO's operations please visit\: http\://www.who.int.

• WHO is committed to workforce diversity.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.