Administration Senior Officer [Technical Services Support Officer]

Job Description

UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness, and sustainability of peacebuilding, humanitarian, and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement, and infrastructure services to a wide range of governments, donors, and United Nations organizations.

New York Portfolio Office (NYPO) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.

Sustainable Development Cluster (SDC) supports diverse partners with peacebuilding, humanitarian, and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP). It provides Services to partners' programmes that are designed, structured, and managed with a global perspective and primarily serving partners headquartered in New York. The SDC has a footprint of approximately 125 countries.

UNOPS has signed an agreement with the United Nations to implement the activities for the United Nations Alliance of Civilizations (UNAOC)

United Nations Alliance of Civilizations (UNAOC) is an initiative of the Secretary-General of the United Nations, which responds to a broad consensus across nations, cultures, and religions that all societies are interdependent, bound together in their development and security, and in their environmental, economic and financial well-being. The Alliance seeks to forge collective political will and mobilize concerted action at the institutional and civil society levels to overcome the prejudice, misperceptions, and polarization that militate against such a consensus. UNAOC hopes to contribute to a coalescing global movement which, reflecting the will of the vast majority of people, rejects extremism in any society.

The complex, demanding dialogue of civilizations, cultures, and religions is necessary, possible, and fruitful. It is a critical tool against isolation, mistrust, and confrontation, and it is also the most powerful incentive for understanding and tolerance. History has shown that dialogue is not a simple process. If we fail to teach and cultivate it, the situation can give way to a monologue or to mutism, which is conducive to conflict and violent extremism.

On November 25-27 2024, the UNAOC will organize the 10th Global Forum. Nearly 1,200 participants (state and non-state representatives) are expected to take part in the Forum and engage in various working sessions, plenaries and other important sessions.

An Organizing Committee for the 10th Global Forum of UNAOC has been set up to oversee all substantive and logistical preparations of the Forum. It will seek assistance from a number of short-term external experts and support consultants, who will help to ensure smooth and timely delivery of expected milestones and outcomes of the Forum.

The incumbent of this position will be personnel of UNOPS under its full administrative and financial responsibility.

Functional Responsibilities

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.

Education/ Experience/ Language requirements

*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

Education

• 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.

Contract type, level and duration

Contract type: International Individual Contractor Agreement (IICA)

Contract level: IICA-1 (ICS 9)

* Contract duration: From 01 September to 10 December 2024. The contract for this position is set for a duration until 10 December 2024, with termination upon its conclusion. Any need for services beyond this initial period will be communicated to the incumbent accordingly.

Duty station: New York, USA (with the requirement to travel to Portugal)

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx