Event Management & Operations Coordinator

The Telecommunication Development Bureau (BDT) is responsible for the organization and coordination of the work of the Telecommunication Development Sector of the Union (the Union has three functional sectors: Standardization, Radiocommunication and Development) which deals mainly with development policies, strategies, programming, as well as technical cooperation activities (expert missions, training programmes, field projects, seminars, etc.).

Organization Unit: Within the Telecommunication Development Bureau (BDT) of ITU, the Deputy to the Director and Chief of the Administration and Operations Coordination Department (DDR) is responsible for assisting and advising the Director in the direction and management of the Bureau including on all questions related to personnel, finance and operational planning process. The Department is responsible for leading the operational planning, assessment and reporting process within the framework of the Action Plan as adopted by the World Telecommunication Development Conference in coordination with the Heads of the other Departments in the Bureau and Regional Directors. The Department is responsible for management of the Administration Division (ADM), the Support Division (SUP), the IT Support Service and the Field Operations Support Service. The Department is also responsible for coordinating conferences and events preparation and for monitoring the implementation of decisions emanating from ITU and BDT governing bodies including Council, Conferences and Assemblies of the other Sectors for matters of relevance to BDT as well as from the Telecommunication Development Advisory Group. The Department is responsible for coordination of the Bureau's cooperation with other Sectors and General Secretariat.

Duties / Responsibilities

Under the general supervision of the Head of the Support Service Division, in cooperation with other Divisions and services of BDT and of the General Secretariat, the incumbent acts as Event Management and Operations Coordinator for global and regional conferences and events of the ITU Telecommunication Development Sector entrusted to the Division. More specifically, he/she: Coordinates within BDT and with other Bureaux and the General Secretariat, the preparation of the yearly Calendar of ITU-D Conferences and Events, analyzes the workload, evaluates needs and assesses corresponding requirements in terms of staff, services (insourced and outsourced) and funding; identifies the required resource level and negotiates with the meetings' "owners", the source of the resources (human and financial). On the basis of the analysis and outcome of negotiations, defines the division of responsibilities between the "owner" and SUP, establishes deliverables, deadlines, and workflows and drafts the corresponding service level agreements. Negotiates deliverables expected for implementing agreed workplans with providers of services from departments of the General Secretariat. Sets up the project team, briefs the members, trains them as required and monitors progress in achieving targets and producing all of the deliverables. Provides guidance to substantive units on conference and event policies related to the workflows and working methods, ensures that all elements of the workplan are carried out in a timely and cost-effective way. Advises on the time management plans of conferences and events and on procedures for conducting the meetings, ensuring compliance with legislative obligations. Participates in planning missions for the organization of conferences and events outside Geneva and assists in the negotiations. Coordinates the preparation of annexes for host country agreements in liaison with the services concerned. Within the framework of the agreements signed, negotiates with the various providers and prepares/implements operational plans; liaises with host countries focal points involved in the plans. Coordinates the provision of services to SUP-organized meetings whether they are insourced (interpretation, registration, documents control) or outsourced (procurement, recruitment, IT, protocol, media relations, logistics, security, special services that may be required). Ensures that all statistical information for the service is duly recorded and validates it. Organizes debriefings with a view to proposing new approaches to improve the overall efficiency of the services offered and prepares written reports following external conferences highlighting problems encountered, solutions found and lessons learned. Acts as officer-in-charge in the absence of the Head of the Division. May be asked to perform other duties commensurate with the grade, as required.

Qualifications required

Education: Advanced university degree in management, business administration or related field OR education in a reputed college of advanced education with a diploma of equivalent standard to that of an advanced university degree in one of the fields above. For internal candidates, a first university degree in one of the fields above in combination with seven years of qualifying experience may be accepted in lieu of an advanced university degree for promotion or rotation purposes.

Experience: At least five years of progressively responsible experience in the above fields, including at least two at the international level. A Doctorate in a related field can be considered as a substitute for two years of working experience.

Languages: Knowledge of one of the six official languages of the Union (Arabic, Chinese, English, French, Russian, Spanish) at advanced level and knowledge of a second official language at intermediate level. Knowledge of a third official language would be an advantage. (Under the provisions of Resolution No. 626 of the Council, a relaxation of the language requirements may be authorized in the case of candidates from developing countries: when candidates from such countries possess a thorough knowledge of one of the official languages of the Union, their applications may be taken into consideration.)

Competencies: Thorough knowledge and proven skills in the planning, coordination and delivery of services in a highly pressured environment. Proven negotiation skills. Proven ability to plan and organize work, identify priority activities and assignments and adjust as needed, allocating appropriate time and resources to complete the work while foreseeing risks and allowing for contingencies. Excellent interpersonal skills, demonstrated ability to work in a multicultural, multi-ethnic environment and to maintain effective working relations with officials at all levels inside and outside ITU. Proven ability to manage staff and resources, to coach, mentor, motivate, develop and encourage good performance and to make a maximum use of IT tools to increase efficiency and output and reduce costs. Ability to manage concurrently several different tasks with different priorities under tight deadlines and deliver quality output fast and accurately. Good drafting and communication skills in English, both oral and written; ability to defend and explain complex concepts orally; ability to prepare written reports that are clear, concise and meaningful. Commitment to actively follow and implement technological developments having the potential to improve the effectiveness for management of meetings of the Division. Willingness and ability to contribute to the learning of peers and subordinates.

Remuneration

Annual Salary: (Net of Tax) 110,075.- USD - 146,907.- USD without dependants 117,926.- USD - 158,017.- USD with dependants

Applicants will be contacted directly if selected for written test. Interviews may be used as a form of screening.

For further information concerning the Conditions of Employment please click the following link

Event Management & Operations Coordinator