Technical Support Services Assistant-Open to Tier 1, 2 and 3 - External

PNUD Argentina; Bonn; Vor Ort; EUR 40.000 - 55.000; Vollzeit

Zusammenfassung

An international organization in Bonn seeks a Technical Support Services Assistant to provide logistical and technical support for conference facilities. Responsibilities include managing conference room systems, assisting with event setups, and coordinating with vendors. Candidates should have at least 5 years of relevant experience, strong communication skills in English and German, and a background in logistics or ICT. This role is vital for the smooth delivery of meetings and events.

Qualifikationen

• Minimum of 5 years of experience in conference support or technical operations.
• Fluency in English and German is required.
• Experience with audiovisual systems and equipment installation.

Aufgaben

• Assist with the daily operation and maintenance of conference room systems.
• Arrange room setup and readiness prior to events.
• Support in coordination with vendors for conference services.

Kenntnisse

Technical support

Logistics management

Collaboration

Problem solving

Communication skills

Ausbildung

Secondary education with logistics or ICT training

Bachelor's degree in logistics or related field

Tools

Microsoft Office

Digital signage systems

Content Management Systems (CMS)

Jobbeschreibung

Overview

Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below.

Tier 1 : UNDP / UNCDF / UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates).

Tier 2 : UNDP / UNCDF / UNV staff holding temporary appointments (TA), Expert and Specialist UNVs with UNDP as their host entity and personnel on regular PSA contracts.

Tier 3 : All other contract types from UNDP / UNCDF / UNV and other agencies, and other external candidates.

Background

Common Services at UN Bonn include the joint management of the premises space, central ICT infrastructures, and central services such as safety and security, mail logistics, system-wide surveys and host country liaison, as well as dedicated conference facilities. To manage the provision of these services is the function of the Common Services Section (CSS) as service provider to all resident agencies of UN Bonn. CSS is hosted institutionally under the framework of the United Nations Volunteers (UNV) Program.

The Common Services Section (CSS) at the United Nations Campus in Bonn plays a crucial role in supporting 27 UN agencies through centralized services including facility management, ICT infrastructure, and conference services. A core priority of the Unit is the efficient coordination and operation of the UN Bonn campus, particularly in response to the growing demand for high-standard conference and meeting facilities. This includes managing an average of 150–170 events annually, equating to roughly 700 meeting days, with around 600 of those requiring technical support. In line with these operational demands, CSS continuously upgrades IT and conferencing technologies with support from the host government, while also ensuring safety, security, logistics, and connectivity across the campus.

The work of positions within CSS, including the incumbent's role, is directly shaped by these priorities, particularly in managing video conferencing services, maintaining connectivity, and supporting ICT and telecommunications setups. These responsibilities are essential in sustaining the increased scale and complexity of conferencing activities, especially those involving external stakeholders. The incumbent is expected to deliver hands-on technical support, oversee key ICT and network systems, and contribute to the effective execution of large-scale, multi-agency events, demonstrating a direct link between the Unit’s strategic goals and the position’s expected outcomes

Under the overall supervision of the Team Leader, Common Services (CS), and the day-to-day supervision of the Administrative Associate, Conference Facilities, the Technical Support Services Assistant, provide logistical, technical and administrative support to the delivery of conference services and operations, and visualization of content and communication by CSS to UN agencies on matters of common concern. As applicable, he / she will also engage in technical assistance and campus expansion projects related to conference facilities.

Position Purpose

The Technical Support Services Assistant provides logistical, technical, and administrative support for the operation and maintenance of the UN Bonn conference facilities, as well as information and communication support. The position supports the smooth delivery of meetings and events, assists with ICT and provides cross-functional support to other CS services when needed. The incumbent works under the supervision of the Administrative Associate, Technology and Conference Services, and in close coordination with other CS team members.

Responsibilities

Technical Support and Maintenance of Conference Facilities

• Assist with the daily operation, maintenance, and troubleshooting of conference rooms systems, and technologies.
• Support preventive maintenance and inspections of conference equipment and digital networks.
• Support the installation and configuration of ICT and AV equipment used in conference rooms.
• Maintain and operate the UN Bonn digital signage system which is used to display messages on information screens around the campus.
• Provide basic IT and conferencing support, ensuring readiness of rooms and systems.
• Assist with maintaining technical inventories, documentation, and service usage statistics.
• Draft standard communications and support documentation related to technical operations.

Logistical and Administrative Support for Conference Operations

• Arrange room setup and readiness prior to events, including furniture arrangement and tech installation – this includes physical work and lifting of weights
• Provide hands-on physical assistance during events to address logistical or technical issues.
• Support in coordination with external vendors in the supply of conference-related goods and services.
• Assist with installation of AV and ICT equipment in common facilities and monitor its proper functioning during conferences.
• Assist in the management of conference bookings and associated administrative follow-up.
• Maintain records of equipment, assets, and installations used in conference and ICT areas.
• Assist with invoices, cost tracking, and accounting of conference services
• Support procurement processes related to conferencing and logistics

Content and Information Services Management

• Support maintenance and updating of the UN Bonn intranet with relevant UN Bonn content.
• Assist in management of content, updates, and operation of digital signage and wayfinding systems.
• Support content creation for UN Bonn conference facilities and CS areas.
• Support consistency in branding, content accuracy, and timeliness of signage displays.
• Maintain internal documentation related to the design, use, and inventory of digital communications assets.

Cross-functional and Ad Hoc Support

• Liaise and collaborate with other CS teams on infrastructure and maintenance projects.
• Support in emergency response or continuity efforts if required.
• Contribute to continuous improvement initiatives related to conference services and shared infrastructure.
• Support in other administrative tasks as required.

Competencies

Core Achieve Results

• Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively

• Open to creative ideas / known risks, is pragmatic problem solver, makes improvements

Learn Continuously

• Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility

• Adapts to change, constructively handles ambiguity / uncertainty, is flexible

Act with Determination

• Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

• Demonstrates compassion / understanding towards others, forms positive relationships

Enable Diversity and Inclusion

• Appreciate / respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Data Literacy

• Understand the potential as well as the limitations of using data driven innovation.
• Ability to use a mix of data sources (quantitative, qualitative or real-time techniques) to develop understanding, identify patterns to inform decision making or identify opportunities for further exploration.

Documents and records management

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Building, Facilities & Office Space management

• Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering / architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data.

Operations Management

• Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way.
• Knowledge of relevant concepts and mechanisms

Customer Satisfaction / Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and / or solutions to fulfil and understand the real customers' needs.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients' immediate requests.
• Ability to anticipate client's upcoming needs and concerns

Systems Thinking

• Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system

Required Skills and Experience

Education :

• Secondary education with training or certificate in the relevant field of logistics, audio visuals, media technology, design or ICT is required.
• University degree (Bachelor’s degree) in relevant field (logistics, audio visuals, media technology, design or ICT) is desirable, but is not a requirement

Experience :

• A minimum of 5 years (with secondary education or relevant certificate) or 2 years (with bachelor’s degree) of experience conference and event support, OR technical / logistical operations, OR media technology / design.
• Experience in at least two of the following six areas is required : Proficiency in digital tools and platforms, including standard office applications (Microsoft office, email / calendar systems); Basic IT troubleshooting. Content Management Systems (CMS) such as Drupal; Digital signage systems and internal communications platforms. Experience with video editing and post-production tasks, including video editing software (Abode Photoshop, Illustrator) and Knowledge of picture editing tools. Experience with User Experience (UX) principles and design. Knowledge of audiovisual systems and equipment installation Event and Conference organization and management
• Experience in supporting conferences or events, including physically demanding manual setup and handling of conferencing equipment and furniture is an asset.
• Knowledge of UN Administrative rules, processes and procedures is an asset
• Experience in working in a multicultural and multilingual environment is an asset.
• Experience in Customer service is an asset.
• Experience in working with external service providers is an asset.

Language Requirements :

• Fluence in English and German is required.
• Knowledge of another UN official language is an asset.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period. Disclaimer

• Only short-listed applicants will be contacted.
• The successful candidate will hold a UNDP letter of appointment.
• This post is for local recruitment only. It is open to citizens of the European Union (EU) member states or holders of residence and unlimited work permits for Germany. All travel, interview and relocation costs, if any, incurred to take up an appointment at the duty station in Bonn are at the expense of the applicant.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process.