The United Nations Volunteers are looking for a Clerk, Technical Support Services (f/m/d)

The United Nations Campus in Bonn is home to 26 UN organizations, agencies, and convention secretariats, in their entirety referred to as UN Bonn.  The UN organizations in Bonn occupies several buildings. Within the next couple of years more conference buildings may be added and will significantly increase conference space and capacities on the main campus.   

The Common Services Section (CSS) at UN Bonn is responsible for 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, also dedicated conference facilities are provided to the organizations on a common basis. CSS is hosted organizationally and administratively under the framework of the United Nations Volunteers (UNV) program while being funded by all UN agencies in Bonn.  

CSS is a present managing the provision of conference facilities for on average 150-170 events per year resulting in approximately 700 meeting days. The presently occupied UN Bonn common conference facilities are concentrated in three buildings and are fully equipped with high standard conferencing equipment. Internal as well as external services such as for example conference / IT-support, videoconferencing services and catering are provided in the dedicated areas. In order to keep the high technical standard continuous improvement of infrastructure and technology is planned over the coming years.  

We are looking for a

Clerk, Technical Technical Support Services (f/m/d)

in Bonn.

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The United Nations Campus in Bonn is home to 26 UN organizations, agencies, and convention secretariats, in their entirety referred to as UN Bonn.  The UN organizations in Bonn occupies several buildings. Within the next couple of years more conference buildings may be added and will significantly increase conference space and capacities on the main campus.   

The Common Services Section (CSS) at UN Bonn is responsible for 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, also dedicated conference facilities are provided to the organizations on a common basis. CSS is hosted organizationally and administratively under the framework of the United Nations Volunteers (UNV) program while being funded by all UN agencies in Bonn.  

CSS is a present managing the provision of conference facilities for on average 150-170 events per year resulting in approximately 700 meeting days. The presently occupied UN Bonn common conference facilities are concentrated in three buildings and are fully equipped with high standard conferencing equipment. Internal as well as external services such as for example conference / IT-support, videoconferencing services and catering are provided in the dedicated areas. In order to keep the high technical standard continuous improvement of infrastructure and technology is planned over the coming years.  

Reporting to the Administrative Associate, Conference Facilities, the Clerk, Technical Support Services provides logistical and administrative support services to the running and maintenance of conference facilities and to the delivery of conference services and operations on the UN Bonn Campus. As needed, he/she also carries out general logistical, organizational and administrative support for the delivery of common services at UN Bonn and engages in ICT and telecommunication related support services by CSS. He/she works in close collaboration with other team members of CSS. 

Duties and Responsibilities

Provision of process support services for the management of UN Bonn conference facilities  

  • Support operation and maintenance of conference facilities and related systems and services; 
  • Assist with preventive inspection and maintenance works for all conference technologies and networks;  
  • Engage in the maintenance and operation of the UN Bonn digital signage system; 
  • Assist in the set up and installation of conference related IT equipment; 
  • Provide support in the set-up and installation of conference related technology
  • Engage in maintenance of the UN Bonn ICT infrastructure, related to conference technology as required; 
  • Draft standard office correspondence on routine tasks, contribute to maintenance of records and relevant statistics on services or for the upkeep of inventories.

Provision of logistical, organizational, and administrative support services for conference services at the UN Campus

  • Provide hands on support to ensure appropriate room set up and reliable and timely delivery of conference facilities to meeting organizers, including installation and arrangement of conference furniture and technical equipment;  
  • Assist in the monitoring of services provided by external companies related to the provision of conference related equipment and installations; 
  • Engage in the installation of audio/visual conference equipment in common areas; 
  • Provide logistical and operational support to common UN Bonn events;  
  • Assist in the management of booking requests and other administrative tasks related to conference facility management; 
  • Assist in record management of common conference facilities inventories and installations and in the management of assets and custodial items
  • Assist in invoicing and accounting of conference services to organizations
  • Assist in the procurement of conference related goods and services 

Support to other tasks and CSS functions

  • Liaise and cooperate with other CSS teams on regular and ad hoc maintenance works; 
  • Engage in temporary support of work delivery of other CSS work areas during times of high demand, if required. 

Core competencies

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 

Knowledge Generation

  • Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Digital Awareness and Literacy

  • Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed

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

Required Skills and Experience

Education:

  • Completed secondary education.
  • Finalized education/apprenticeship as A/V and media technician or similar is a distinct advantage

Experience:

  • 4 years of relevant experience in support of conferences and events and/or administrative support tasks; 
  • Alternatively, Bachelor’s degree in a relevant field in combination with 1 year of experience in logistical process management and/or administrative support may be accepted; 
  • Ability to perform in a physically challenging working environment; 
  • Ability to work with computers, other standard office technical applications and standard office software packages; 
  • Knowledge of the UN and UN administrative rules and regulations is an advantage; 
  • Technical and logistical working experience in conference or event environment; 
  • Fluency in English and German.

Summary:

  • Organization: United Nations Volunteers
  • Section/Unit: Common Services
  • Job Title: Clerk, Technical Support Services
  • Type of Contract: Fixed Term Appointment
  • Duration: 2 Years with Possibility of Extension
  • Duty Station: Bonn/Germany
  • Post Level: G4
  • Closing Date: 21 January 2023

Apply Now

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.

Applicant information about UNDP rosters

Note: 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.