Tiered Approach
In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:
- Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
- Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
- Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
- Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates
Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.
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.
Duties and 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 Common Services 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 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
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, organize 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 customers’ real needs; Provide input to the development of customer service strategy; Look for ways to add value beyond clients’ immediate requests; Ability to anticipate clients’ upcoming needs and concerns
System 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, ICT or related fields is required.
- University degree (Bachelor’s degree) in relevant field (logistics, audio visuals, media technology, design, ICT, or related fields) is desirable, but is not a requirement
