Technical Communication Support service for Online Conferences, Webinars and Trainings

CISP is an equal employment opportunity employer with its headquarters in Rome. Currently, CISP has various field offices, including a regional office in Nairobi. CISP Kenya carries out projects in areas of development by supporting national and county authorities to provide quality, equitable, transparent and accountable services in the sectors of higher education, child protection, culture, food security and nutrition.

CISP is the lead agency of a consortium of partners implementing a multi-year and multi-country EU-funded project entitled ArtXchange aimed at promoting intercultural dialogue, collaboration and exchange among youth professionals from the creative sector in Kenya, Somalia and Europe. The project will engage and support creative youth and youth-led organizations, including young women and minority groups, from the culture, arts and sports sectors of Kenya and Somalia as actors of governance, inclusive development and change through enabling access to investment, capacity building and other opportunities.

CISP is seeking a qualified Consultant to provide Technical Support during Web Conferences, Webinars and Online Trainings.

Role purpose: The overall objective of this assignment is to support CISP and the partner organizations with technical support to conduct professional multi stakeholders’ online meetings, webinars and other types of online dialogue event.

The objectives of the assignment are:

• Serve as host, coordinator and technical administrator for all live online sessions.
• Manage sessions implementation, from recordings, to live questions, chats and audio settings.
• Respond to all technical issues that may arise.
• Provide the best solution for translations options and ensuring participants can hear speakers in their preferred language.
• Ability to set up breakout rooms with specific groups and manage execution.
• Capacity to bring your creative ideas to the table to make all sessions an amazing experience for the participant.
• Manage communication with participants and guests in relation to online support needs and queries.
• Support in developing interactive sessions through setting up of polls and display of real-time feedback to the participants.
• Maintain confidentiality of the proceeding of all supported online meetings and live sessions.
• Ensure that online sessions (live events and meetings) are secure from hackers and immediately troubleshoot any security breaches if they occur.
• Developing of participants log sheets using CISP template and taking of screenshots of participants when required for documentation of Web Conferences, Webinars and Online Trainings.
• Suggests advanced and innovative solutions for online workshops and sessions, develop options for interactive and creative virtual events.

Duration and Location: 

• The assignment will be undertaken on a need base arrangement between September and December 2021 and renewable for 2022.
• The consultant will be expected to be available when needed during the period.
• Online sessions and events will require an approximate availability of 7 days part-time availability per month on average.

Expected assignments and deliverables could include, but are not limited to the following:

System Training & Tech Support:

• Assess sessions needs and determine the correct platform settings.
• Provide training, instruction and support for presenters to ensure a high-quality events and workshops.
• Troubleshoot any unexpected technical issues and ensure all online events and meetings are secure.
• Ensure successful interaction between participants.
• Provides innovative and creative solutions supporting the capacity building of CISP Team and the ArtXChange project.
• Assist presenters with the login process and any specific needs.

Online Support:

• Attend pre-conference meeting and set-up 30 or 60 minutes prior to the event based on needs.
• Closely monitor the virtual system during the live event.
• Ensure audio and visual integrity.
• Run surveys and polls.
• Manage Q&A, Chat panels.
• Manage recordings and close sessions.

Qualification and other requirements
The consultant should possess the following knowledge and skills:

• Bachelor’s degree in computer science, information technology or similar.
• 2-4 years of experience as an IT support specialist and related field.
• In-depth knowledge of state-of-the-art collaboration using tools like Zoom and Microsoft Office 365 products, including MS Teams, etc.
• Advanced understanding of Zoom and its functionalities, for example using polls, interpreter mode, chat box and Q&A
• Knowledge of live streaming platforms and options.
• Demonstrated experience in producing conference and online events for a professional client.
• Strong teamwork and communication/information sharing skills and the ability to recognize priorities and handle client’s expectations.
• Strong situational analysis and decision-making abilities and the ability to work under pressure, to keep things simple, patience and creativity as well as conflict management skills.
• Confirmed extensive experience of supporting an end user environment.
• Understands the value of diversity in the workplace and in the activities implemented.
• Mature personality with excellent verbal and written communication skills in English.
• Knowledge of Swahili, Somali and/or Italian as additional language skills are highly beneficial, but not mandatory.

The service provider needs to respond to following requirements in proposal:

• Be able to promptly respond to calls for supporting events and workshops (within 48 hours if required).
• Be able to accommodate on short turnaround time – varies depends on the nature of the assignment, typically between 48hrs and 1 week.
• Be able to adhere to the project style and visual identity.
• Have the software and equipment needed to carry out the assignment.
• Be able to adapt to changing need as the assignment evolves.
• Knowledgeable about current best practice and innovations to share and stream content considering the audio and visual limitations of the online platforms.
• Ability to guide the creative process to ensure an optimal standard while remaining open to feedback, such as virtual studio development and revision.