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Conference Assistant


IMPORTANT NOTICE REGARDING APPLICATION DEADLINE\:  please note that the deadline for applications is indicated in local date and time.

1.      Organizational Context

(a)  Organizational Setting


The position is located in the Conference Section of the Conference and General Services Division, Administration and Management Sector.  The Conference Section aims to provide responsive, effective and quality conference-organization, document-delivery and delegate-support services to the Secretariat and conference delegates, as well as to external users of WIPO conference facilities.


(b)  Purpose Statement


As part of the Conference team, the incumbent is responsible for the effective and efficient organization of meetings arranged by WIPO and external stakeholders and for the provision of high-quality, responsive and client-oriented meeting services for WIPO conferences and other meetings organized on the premises of the Organization.


(c)  Reporting Lines


The incumbent reports to the Head of the Conference Section.


2.      Duties and Responsibilities
The incumbent will perform the following principal duties\:
a.   Handle operational aspects of the rental of WIPO conference facilities to external parties including prospection visits for external users; prepare contracts; issue cost estimates and invoices; liaise with operational sectors in-house during preparatory, in-session and post-session phases, and, as necessary, with external service providers, for arrangement of required materials and services;
b.   Brief and organize teams of conference-support staff including ad-hoc resources recruited for meetings organized by external clients in WIPO conference facilities.  Establish daily and weekly staff rotation plans, so as to ensure adequate coverage vis-à-vis the planned conference program;
c.   Arrange secretariat and delegates' seating taking into account the membership of each committee or body and lists of accredited observers, IGOs and NGOs. Keep abreast of accessions to the different WIPO treaties and accreditations of organizations; maintain familiarity with the WIPO Rules of Procedure, as well as the specific procedures adopted for each individual WIPO Committee, ad-hoc accreditation procedures, security guidelines and any relevant internal office instructions;
d.   For WIPO meetings held off its premises, arrange the shipment of conference materials; assist with on-site logistical arrangements and coordination;
e.   Follow the progress of sessions, in order to keep track and inform relevant WIPO service sectors of any additional meetings, schedule changes or anticipated extensions of sessions and liaise with relevant sectors to assure servicing of sessions during extended conference hours;
f.    Participate in post-session debriefings, flagging any problems encountered during sessions and making recommendations for service improvement;
g.   Input and update meeting-related information in databases and IT systems and prepare reports on conference and meeting-related information;
h.   Order conference-related supplies, equipment and services, perform basic market research on potential suppliers, prices and rates; monitor  delivery and quality of goods and services, verify bills and see that necessary justification is provided before submission for payment; prepare reports on expenditures;
i.    Draft correspondence and minutes of internal meetings on conference-related matters;
j.    Perform other duties as necessary.
3.      Requirements
Completed secondary education.
At least five years' relevant work experience including experience in organizing and servicing conferences and meetings.
Experience in conference or meeting-related services in an international organization.
Excellent knowledge of written and spoken English.  Good knowledge of spoken French.
Knowledge of other official UN languages.
Job Related Competencies
High level of client orientation and flexibility.

Ability to perform duties quickly and accurately under pressure.

Ability to maintain confidentiality and treat sensitive situations with tact and discretion; highly developed sense of protocol.

Ability to work within applicable rules, regulations and procedures.

Confident user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the internet.

Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
Familiarity with web applications and audiovisual equipment and devices used for presentations.
4.      Organizational Competencies
  1. Communicating effectively.
  2. Respecting individual and cultural differences.
  3. Showing team spirit.
  4. Managing yourself.
  5. Producing results.
  6. Embracing change.
  7. Respecting ethics and values.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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  • Organization: WIPO - World Intellectual Property Organization
  • Location: Geneva
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
    • Conference Services
    • Conference Services
    • Administrative support
  • Closing Date: 2017-03-03

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