Events Logistics and Registration Consultant

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 with setting up events in the Customer Relations Management (CRM) system based on membership categories and their participation rights to ITU-T events; seek from the event organizer any additional information that may have an impact on the registration process; edit the content of the personalized email messages to be issued by the CRM system (e.g. confirmation of registration email, mailing campaign); produce lists of participants and event statistics.
• 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:
Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused, and; Teamwork and Collaboration.

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

Essential Technical Competencies:
Advanced knowledge of computer applications and data processing; Good knowledge of ITU-T working methods and tools, SharePoint, ITU CRM, ITU Admin, DPS Client; Must be IT-savvy. Familiarity in the fields of skills in marketing, media and digital, outreach content and communication; Project management knowledge.

QUALIFICATIONS REQUIRED

Education:

University degree in computer applications or a related field OR education from a reputed college of advanced education, with a diploma of equivalent standard to that of a university degree in one of the fields above.

Experience:

At least three (3) years of experience in the field of the Special Service Agreement (SSA).

Languages:

Knowledge of English at advanced level. Knowledge of additional official languages of the Union (Arabic, Chinese, French, Russian, Spanish) would be an advantage.

REMUNERATION INFORMATION

4 500 CHF/month