Events Logistics and Registration Consultant

vor 2 Wochen

Geneve, Schweiz International Telecommunication Union (ITU) Vollzeit

INTERNATIONAL TELECOMMUNICATION UNION
- ITU is the leading United Nations agency for information and communication technologies, with the mission to connect the world. To achieve this, ITU manages the radio-frequency spectrum and satellite orbits at the international level, works to improve communication infrastructure in the developing world, and establishes global standards that foster seamless interconnection of a vast range of communication systems._

**Events Logistics and Registration Consultant**

**Vacancy notice no**: 1546
**Sector**: TSB
**Department**: OPD
**Country of contract**: Switzerland
**Duty station**: Geneva

**Position number**: positionNumber
**Grade**: PositionGrade
**Type of contract**: Consultant
**Duration of contract**: 5 months
**Recruitment open to**:External
**Application deadline (Midnight Geneva Time)**: 29 March 2024

ORGANIZATIONAL UNIT

The Telecommunication Standardization Bureau (TSB) fulfills the objectives of the Union relating to telecommunication standardization, by providing secretariat support to groups studying technical, operating and tariff questions and facilitating the adoption of Recommendations in these areas with a view to standardizing telecommunications and information technology on a global basis. In order to achieve these objectives, the Telecommunication Standardization Bureau works in accordance with the instructions of the World Telecommunication Standardization Assemblies (WTSA), Telecommunication Standardization Study Groups and the Telecommunication Standardization Advisory Group. TSB, headed by an elected Director, provides the technical, administrative and logistic support for the assemblies and for the meetings of the groups mentioned.

The Operations and Planning Department (OPD), is responsible for coordinating and planning support for the activities of the Telecommunication Standardization Sector. It does this through managing the Bureau's activities for organization and planning of assemblies and logístical support to meetings. The Department oversees document processing and provides IT services and solutions for electronic working methods and the development of ITU-T databases. The Department also provides administrative and secretarial support for intellectual property matters and manages the technical editing and final production of ITU-T recommendations and publications as well as ISO/IEC common texts. The Department collaborates closely with the Departments of the General Secretariat and the Bureaux which are responsible for providing support services.

**TERMS OF REFERENCE**:
Under the direction of the Senior Outreach and Events Coordinator, the consultant will:

- Contribute to the logistic aspects related to ITU-T events using the CRM system, book meeting rooms, program/update meeting sessions, request support services to the concerned departments; follow up internally and daily on the delivery of the requested support services.
- Assist with the meeting session booking in the CRM system (approx. 2 500 per year), create certificates in the preparation of WTSA-24, prepare nameplates for all ITU-T meetings including GSS-24.
- Serve as first-level support and assist event participants regarding equipment: laptops, projectors teleconferences devices, etc. Ensure that equipment (photo badge printers, meeting room PCs, projectors, printers) is functioning. Provide first level technical support for this equipment and liaise with relevant ITU services for further support requirements as may be required.
- Assist with all registration related-administrative aspects of participation in ITU-T conferences and meetings including advance on-line registration and on-site badging; liaise directly with the event organizer and ITU member representatives.
- Assist event participants throughout the registration process; diagnose, troubleshoot, and resolve problems reported by users, or escalate them to the right level of internal support; participate in the development of event registration FAQs training material, guidelines, etc.
- Assist in creating announced and final lists of participants and prepare badges, lanyards and physical attendance template lists for meeting held outside of Geneva.
- Perform administrative and secretariat support during events and conferences.

**CONCRETE DELIVERABLES**:

- Performed meeting sessions bookings and updates in CRM system.
- Performed meeting room bookings and programmes’ updates.
- Delivered announced and final list of meeting participants.
- Delivered the set-up of ITU-T meetings in CRM registration system.
- Provided customer service to delegates by answering queries in the TSBREG mailbox.
- Delivered the preparation of badges for meetings held outside of Geneva.

**COMPETENCIES**:
**Core Competencies**:
**Essential Functional Competencies**:
Analysis, Judgement and Decision Making; Client and Service Orientation, and; Planning and Organizing.

**Essential Technical Competencies**:
**QUALIFICATIONS REQUI

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