Events Coordinator and IT Support- Sweden

Context

The position contributes to team and organizational goals by providing events coordination and IT support for AV/VC (audiovisual/videoconferencing) environments for International IDEA, both in headquarters and remotely to field office locations in an effective and efficient manner. Specifically, s/he has the ability to analyze problems using technical diagnostic skill sets confidently and quickly, in order to effectively support and resolve issues. Technical responsibilities include high profile event support, audio, video, conferencing technology, projects, maintenance, support.

Duties and Responsibilities

- Project manages and leads the coordination of events at HQ and regional/field offices;
- Ensures timely, professional production of online/hybrid sessions and online products, including technical checks, rehearsals, client support for technical needs, and successful delivery of live, (online, hybrid or in-person) events;
- Prepares a master plan for all major and significant events at International IDEA;
- Prepares work plans and timelines, including the preparatory and logistical elements needed for events; Tracks progress and reports against the work plan; Liaises with cross-functional teams and internal users before and during events; Leads planning calls and meetings to track status of deliverables and ensure effective and efficient execution of events;
- Elaborates guidelines for external and internal events proponents and speakers;
- Manages on-site logistics for meetings and events, as needed and supported by the Executive Division;
- Pre-production and management of virtual events;
- Reports on events production,analytics and evaluation;
- Offers on-demand access, including searchable content library, hosting live session and pre-recorded video and offline capabilities;
- Identifies graphic and audio-visual needs for events, coordinate production in partnership with event owner(s), the Communications team, and other relevant stakeholder to ensure requirements and deadlines are met;
- Performs all necessary pre-event checks as required; Provide on-site A/V coordination of and at events where applicable; Performs equipment setups, breakdowns and troubleshoot issues;
- Ensures the installation of all AV equipment and displays to include audio and video conferencing equipment, distributed audio, digital signage, control systems and all presentation systems; Supports the development and implementation of new computer projects and supervise contract-based installations; Problem solves and troubleshoots issues that may arise during installation;
- Liaises with service providers and local IT service providers at the field offices to provide support to end users on computer operations and communication tools; Co-ordinates and assists with training to IDEA Staff Members in matters pertaining to the use of IDEA IT systems;
- Monitors the status of service requests to ensure timely response times; Ensure that SLAs and daily deliverables are met including ticket updates;
- Performs office administration including processing invoices and assists with coordinating project and task allocation; Assists with the creation and maintenance of all documentation relating ICT services and procedures; Assists the team in preparing contractual arrangements with external partners;
- Responsible for oversight of inventory including weekly/monthly stock levels, returning product and inventory issues.


General Profile

- Has developed specialized skills or is multi-skilled, developed through job-related and considerable on-the-job experience;
- Strong client service skills, excellent communication (listening and questioning) skills, combined with the ability to interact confidently to establish what the problem is and explain the solution;
- Extremely detail oriented and able to track multiple streams of work simultaneously.
- Adds considerable value to team-based activities in his/her unit, and likely to act as an informal resource for colleagues; collaborates with other entities of the Institute as required;
- Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
- Detailed and keen to follow through tasks to successful completion;
- Acts in accordance with International IDEA’s Core Values; Respect, Integrity and Professionalism;
- Integrates a gender and diversity perspective in all activities



Reporting line

- IT Manager

Education and Experience

- Bachelor’s degree in Business Studies or IT or similar field;
- Minimum three (3) years of experience in similar role of event coordination and project management, including experience in global events;
- Professional experience in supporting computer-networked environments;
- Experience in supporting Cloud applications e.g., Office 365 and cloud-based communication tools e.g., CISCO WebEx, BlueJeans, Multi-lingual simultaneous interpreting platforms;
- Experience of working in an international context, e.g., in an intergovernmental organization, considered an advantage.



Terms of Contract:

- Local Post.
- Fixed term appointment for one (1) year.
- Remuneration - SEK 34 643 Net per month.


Please note as this is a local post, International IDEA will bear no costs relating to relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Sweden for the duration of the contract. International IDEA is not able to support work permit applications.

Applying for this position:

- Applications should be submitted online no later than 23:59 (CET) 13 May 2022 .
- Please note that all applications must be made in English.


Selection Process:

- Evaluation of qualified candidates will include a written test assessment and an interview.
- Candidates selected to proceed to the next stage of the process will be contacted once all applications have been carefully reviewed.
- All candidates will be notified on the status of their application via email once the process has been finalized.


International IDEA is an equal opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.