e-Meeting Specialist, New York, United States

Organization: UNDP - United Nations Development Programme

Country: United States

City: New York

Office: UNDP New York, USA

Closing date: Saturday, 30 April 2022

e-Meeting Specialist - IPSA 10 - Office-based


Application Deadline : 30-Apr-22 (Midnight New York, USA)

Type of Contract : IPSA (Regular)

Post Level : IPSA-10

Languages Required : English

Duration of Initial Contract : 12 months

Expected Duration of Assignment : 12 months

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.


Instructions to Applicants: Click on the " Apply now" button. Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. Upon completion of the first page, please hit "submit application" tab at the end of the page. Please ensure that CV or P11 and the Cover letter are combined in one file.

The following documents shall be required from the applicants: Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

Travel: No travel is expected

Office/Unit/Project Description The United Nations Development Programme (UNDP) Office of Information Technology and Management (ITM) is the organization’s primary provider of high-quality products of ICT systems and Green Energy services to a global network of 155+ country offices and UNDP partners worldwide.

The mission of ITM is to develop modern-age Smart Facilities which guarantees efficient, innovative and sustainable of technologies for UN facilities, and consistency with Sustainable Development Goals (SDGs). We are committed to offer a framework of best practices, and to deliver simple-to-use, and standards-based support tools, to allow innovation to flourish throughout the organization.

Our primary motivations are to accompany the transition to greener technologies and to increase connectivity in challenging locations, in order to leave no one behind. More particularly, we are actively participating to Covid-19 Crisis Response, as Covid-19 has increased the need for digital collaboration and connectivity. On a more practical level, we do this to maintain organizational productivity using technology, improve stakeholders well-being, optimize financial efficiency, and serve as a showcase for development at local level.

Under the overall guidance of the Global Communication and Collaboration unit manager, e-Meeting specialist is to provide technical support for remote collaboration tools for the UNDP business units. The incumbent is required to follow UNDP standard operating procedures for information technology service deliveries.

Institutional Arrangement The e-Meeting analyst will report to the Global Communication and Collaboration unit manager.

Duties and Responsibilities

Scope of Work The e-Meeting specialist must possess exceptional business unit service skills and have a background in a relevant industry. The e-Meeting specialist requires a professional demeanor, the ability to multitask and organize events and service, and strong written and verbal communication competencies. The e-Meeting specialist needs an event planning experience, time management skills, and a friendly demeanor. The incumbent acts as conduit between event team and other key foundation stakeholders on providing regular updates and elevating situations as required.

Preliminary Consulting

The e-Meeting specialist will meet with Business unit’s event team and/or to design a strategy for their event using Zoom or Teams Meetings and/or Webinars. The incumbent will answer any questions regarding use of Zoom or Teams services, scheduling/registration, and best practices.

The e-Meeting specialist will guide the business unit through scheduling events on their organization’s Zoom or Teams account.

The e-Meeting specialist will remain available for follow-up via email in support of the event.

The e-Meeting specialist will create and manage pre-scheduled Zoom or Teams meetings/webinars including all meeting settings, account settings and security settings.

The e-Meeting specialist will attend consulting, planning and rehearsal sessions as specified to provide extra support surrounding A/V production topics pertaining to the show. This may also include in-event support as necessary for the specific event

Technical Rehearsals

The e-Meeting specialist will attend key technical rehearsals to assist with A/V troubleshooting, Zoom or Teams feature settings, and event workflow relating to e-Meetings.

The e-Meeting specialist will provide training during these sessions to Business unit’s event moderators and staff on participant management, security, and best practices.

Standard In-Event Support

The e-Meeting specialist will assist with technical support of Zoom or Teams meetings, or Webinars as discussed during pre-event planning. This may include muting/un-muting event host and presenters, Q/A for technical support in-meeting, polling, interpretation or waiting room management. assist with live request such as changing host, participants status management, live streaming, and social medial integration.

The e-Meeting specialist will monitor meetings as a participant for quality of audio, video, and synchronization.

The e-Meeting specialist will monitor the account dashboard for network issues and assist with resolving technical issues.

In-Event Support

The e-Meeting specialist will assist with attendee management as discussed during pre-event planning. This may include muting/unmuting event participants, managing Zoom or Teams breakout rooms, and promoting attendees to panelist in webinar

The e-Meeting specialist will assist with shared content management, as discussed during pre-event planning. This may include sharing presentation slides and passing remote control. Content sharing under this category is limited to Zoom or Teams Desktop Client native screen share abilities.

The e-Meeting specialist will moderate/MC the Zoom or Teams Meeting or Webinar as discussed during pre-event planning. This may include introducing speakers, reading aloud housekeeping notes, talking attendees through event transitions, and reading aloud Q&A.

The e-Meeting specialist will monitor meetings as a participant for quality of audio, video, and synchronization


Required skills and competencies

Experience planning and executing events in a large complex organization, or equivalent combination of experience and education;
Experience producing in-person, virtual and hybrid events;
Ability to navigate and influence across internal functions and program areas with a wide variety of topics;
Ability to manage, with care, multiple external partners, and stakeholders, including grantees, board members, consultants, and influencers;
Experience navigating a team through change;
Excellent verbal and written communication skills;
Ability to handle confidential information in a discreet, professional manner;
Positive contributor to the team by supporting and executing projects as needed;
Must be extremely organized and possess attention to detail;
Ability to multi-task, prioritize workload and meet deadlines

Desired additional skills and competencies


Professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results, shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.


Demonstrates focus, align and build effective groups;
Includes leadership roles in cross-functional, cross-organizational or project terms as well as conventional line or staff management positions; seeks and recognizes individual contributions;
Encourages dialogue and acts in accordance with team inputs; anticipates and resolves conflict; embraces differing opinions seeing them as opportunities for improvement; gives credit to others;
Determines appropriate resources, methods, partners, in- formation and solutions


Shows ability to listen, adapt, persuade, and transform; demonstrates effectiveness in working with peers, partners, and others who are not in the line of command, to positively impact business performance; builds sustainable relationships. While interacting with clients actively listens and correctly interprets messages;
Understands assignment instructions and applies them as directed; seeks clarity and guidance when needed;
Approaches interactions in an organized manner and prefers to work independently but will help if requested;
Responds to client’s requests, internal or external, within time limit


Drive for continuous improvement of business results and sustainable growth and stays focused on getting results;
Demonstrates ability to get things done while exercising good judgement;
Meets goals and timelines for team deliverables and understands responsibilities and meets expectations;
Works to complete assigned tasks according to the rules;
Exhibits desire to carry out assigned task and solves problems as requested

Required Language(s) (at working level)

Fluency in English is required;
Working knowledge of a UN Languege will be an asset.

Professional Certificates NA

Required Skills and Experience

Min. Academic Education

Master’s Degree in Communication, event management, Digital Learning, Community Management, or related discipline or bachelor’s degree with additional 2 years of experience

Min. years of relevant Work experience Minimum five (5) years of relevant work experience, at national or international level in communication, event planning, community management or related activities.

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Link to the organization’s job posting: https://unjobs.org/vacancies/1649950834953