Conference and Meetings Technology and Infrastructure Technician at the African Development Bank Group (AfDB) Full Time

Job Title: Conference and Meetings Technology and Infrastructure Technician

Position Number: 50078460
Location: Abidjan, Cote d’Ivoire
Position Grade: GS8

The Complex

• The President plans, supervises and manages the business of the Bank Group. Under the direction of the Boards of Directors, the President conducts the business of the Bank and the African Development Fund and manages operations and activities in accordance with the Agreements establishing the African Development Bank and the African Development Fund.
• The President supervises several Departments and Divisions, including Office of the President; the Independent Development Evaluation Department; the Integrity and Anti-Corruption Department; the Compliance Review and Mediation Department; the Secretariat to the Sanctions Appeals Board; the Administrative Tribunal; the Office of the Auditor General; the Group Risk Management Function Directorate; the General Counsel and Legal Services Department; the Communication and External Relations Department; the Ethics Office, and the Office of the Secretary General and General Secretariat.

The Department

• The role of the Office of the Secretary General and General Secretariat (PSEG) is to facilitate the delivery of the objectives of the Bank’s Ten Year Strategy, the High 5s, and the Development and Business Delivery Model by enhancing the decision-making process of the governance organs, and forging better working relationships with the shareholders and host countries of the Bank.
• PSEG comprises: (i) the Front Office of the Secretary General (PSEG.0) which has the additional responsibility of managing the Records Management and Archives Section and a Conferences and Meetings Section (DAI); (ii) a Board Affairs and Proceedings Division (PSEG.1); and (iii) a Protocol, Immunities and Privileges Division (PSEG.2).

The Conference and Meetings Section is in charge of the planning and organizing various meetings and events, including:

• Sessions of the Boards of Governors and its subsidiary bodies (Annual Meetings of the Bank Group, including meetings of the Governors Advisory Committee (GAC), the Joint Steering Committee (JSC), the Office of the Boards of Governors (OBG), the Committee on Conditions of Service of Elected Staff and the Steering Committee for the Election of the President);
• Consultative meetings of the plenipotentiaries on ADF replenishments and mid-term reviews; the Boards of Directors and their Committees (CODE, AMBD, CAHR, ECAM, AUFI, ANRE, Plenary Committee of the Budget and Ethics Committee);
• Meetings organized in partnership with other institutions, at the Bank or outside the Bank. Example: joint AfDB/WB/IMF or AfDB/ECA/AU meetings;
• International meetings whose agenda deals with issues related to the Bank’s mission.
• It will also be responsible for the organization, installation and management of the technology and equipment required for conference and meeting facilities in all conference and meeting rooms, including Board rooms and specific areas at Headquarters, in the directorates-general and in the country offices.
• He/she will assess and deploy conference facilities in countries hosting the Annual Meetings and Replenishments meetings of the Fund.

The Position
The main objectives of the position are:

• Ensure adequate technical planning, preparation, organisation, and coverage of statutory and non-statutory events organised by the Bank.
• Participate in the definition and drafting of technical specifications for the tendering of technology and conference/meeting facilities required for the implementation of a Conference Room of the Bank Group.
• Define the technical specifications of the additional conference and meeting infrastructure equipment to be rented from technical service providers and coordinate the installations in accordance with the Bank’s requirements.
• Define the technical specifications of the additional conference and meeting infrastructure equipment to be rented from technical service providers and coordinate the installations in accordance with the Bank’s requirements.
• Follow up on the maintenance contracts of the meeting rooms of the headquarters and the regional offices
• Ensure continuous monitoring of the proper functioning of the technology and conference and meeting facilities installed in the Bank Group’s meeting rooms and virtual technology tools (ZOOM, TEAM etc.)
• Work closely with the Bank’s technical services in the context of the implementation of collaborative technology projects and the coverage of face-to-face and virtual meetings and conferences.
• Maintain the inventory and management of the Bank’s conference and audio-visual infrastructure.
• Create and manage Zoom Webinars and Meetings and support the department with virtual and hybrid events, statutory and others when required

Key Functions

• Under the direct supervision of the Chief Conference & Meetings Infrastructure Officer, the Conference and Meetings Technology and Infrastructure Technician will work with members of the Division and in close collaboration with the Bank’s technical departments, so that the Bank Group’s conference and meeting rooms meet the pre-established technical standards and optimal conditions, with a view to continually improving the meeting environment.

The duties of the incumbent will be to assist the Chief Conference & Meetings Infrastructure Officer with technical, logistical and administrative aspects of the conference and meeting rooms, including:

• Ensure technical coverage of conferences and meetings based on user requirements, event-related materials and the Bank’s established standards for conference and meeting management.
• Identify and prepare rooms for high level conferences and meetings organised by the Bank both in and out of the headquarters and ensure the daily availability of technical and multimedia services (PowerPoint presentation and audio and video conferencing) as well as interpretation services.
• Assist in the design of technical projects, feasibility studies and requirements analysis to justify and support the procurement and installation of new equipment to improve the technical facilities available in the various Bank Group meeting rooms.
• Ensure proper record keeping and archiving of all Board deliberations and other events; file and monitor the status of the records of each room; provide ongoing technical support to formal and informal board sessions and other meetings of the Bank’s partner institutions held in and outside the Bank’s headquarters.
• Manage the stock of the spares and perform level 1 or 2 of the maintenance of the conference and meeting facilities.
• Identify, evaluate, and develop technology-based solutions that enable the Office of the General Secretary to provide better service to clients; keep abreast of developments in the technology world.
• Prepare monthly reports on the activities of the technical team to provide the Conferences and Meetings Coordination with the information required to guide its policy on the improvement of the Bank Group’s meeting rooms and spaces.
• Manage the day-to-day technical activities
• Attends meetings, produces reports and ensures they are approved and distributed at the right time.
• Handles any mission assigned by the Secretary General or the Section Head.

Competencies (Skills, Experience and Knowledge)

• Hold at least a Bachelor’s Degree in Engineering, Electronics Engineering or a technical degree in a related discipline; additional training in conference and meetings technology and facilities would be a plus.
• Have a minimum of six (6) years of relevant experience in the field of technology, project management planning, procurement of goods and services and maintenance of technical equipment, including coordination of technical facilities in an international and multicultural institution.
• Possess the ability to work under pressure and sometimes beyond normal hours.
• Possess skills in technology and particularly in the field of conference and meeting facilities.
• Possess knowledge in procurement of goods and services, and a sound command of computer analysis procedures and technical assistance for users.
• Possess sound analytical and writing skills, ability to work autonomously and resourcefully, and take initiatives.
• Ensure that customers are prioritized in all interactions.
• Possess the ability to apply technical knowledge to solve problems and to identify lasting technical solutions.
• Monitor developments in conference and meeting infrastructure technology.
• Ability to communicate effectively in both written and spoken English or French with a good working knowledge of the other language.
• Proficiency in the use of common Microsoft Office Suite applications (Word, Excel, Access and PowerPoint); knowledge of SAP (or another integrated document management system or quantitative and qualitative data analysis tools) is an added advantage.

Application Closing Date
4th May, 2022.