Project Coordinator - Conference Management Technologies

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

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 high quality conference-organization, document-delivery and delegate-support services to the Secretariat and conference participants, as well as to other external users of WIPO conference facilities. These services are underpinned by IT systems and business processes.

b.    Purpose Statement

The incumbent project manages the introduction of a new integrated conference services platform for WIPO and performs a range of other functions related to improving the IT and operational framework for WIPO?s conference management in order to meet internal and external stakeholder requirements.

c.    Reporting Lines

The incumbent works under the supervision of the Head of the Conference Section.

d.    Work Relations

The incumbent works in close coordination with other members of the team and other sectors of the Organization.

The incumbent will perform the following principal duties\:

a.   Prepare and write documents for all project phases; estimate costs, timescales and resource requirements for the successful delivery of the project to agreed terms of reference; monitor timescales and resources used, and propose action where these deviate from agreed tolerances; maintain required financial records, using appropriate tools, for compliance and audit;

b.   Prepare and maintain project schedules and plans and track all activities against them, providing regular and accurate reports to senior project team members; identify, assess and manage risks to the project;

c.   Organize project-related and other meetings and workshops; coordinate and liaise with project stakeholders and  implementation partners; design and conduct user-surveys to gather conference-stakeholder feedback/inputs;

d.   Maintain and compile records, using appropriate project-management tools, for purpose of project compliance, monitoring and evaluation;

e.   Work with the Procurement Section to undertake tendering exercises; draft related Terms of Reference, technical specifications and evaluation criteria; evaluate and participate in the selection of suppliers based on the specification and evaluation criteria; manage vendor contracts and performance;

f.    Research and evaluate relevant information management tools for conference, document-distribution and participant-management operations; and recommend effective and efficient solutions;

g.   Liaise with internal IT specialists on the maintenance and upgrading of existing platforms and tools as required;

h.   Analyze data to assess system performance; formulate proposals for enhancements to systems and working methods based on best practice in conference management; draft input for the preparation and revision of related procedure and policy documents;

i.    Perform other duties as necessary.

Education (Essential)

First-level university degree in public or business administration, management, information technology, engineering, computer sciences or related discipline. An advanced university degree in a relevant discipline may be accepted in lieu of two years of relevant experience.

Education (Desirable)

Qualification or certification in project management, e.g. PRINCE2 or Agile.

Experience (Essential)

At least six years of relevant professional experience, including in managing technical projects with direct business impact.

Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multicultural environment with sensitivity and respect for diversity.
Excellent drafting and presentation skills.
Excellent organizational skills, with the ability to effectively prioritize assignments, work within strict time constraints and to meet deadlines.

Experience working with web-based technologies and database environments (including ACCESS, Oracle, MySQL or similar products).

Experience (Desirable)

Experience in conference management operations and/or customer relations management in an international environment.

Vendor management experience.

Experience in developing and evaluating RFPs (tendering).

Language (Essential)

Excellent written and spoken English.

Language (Desirable)

Knowledge of other official UN languages, particularly French.

Job Related Competencies (Essential)

Excellent project management skills and sound knowledge of project-management methodologies, tools, planning and control techniques.

Job Related Competencies (Desirable)

Knowledge of conference management-related systems and technologies.

1.     Communicating effectively.

2.     Showing team spirit.

3.     Demonstrating integrity.

4.     Valuing diversity.

5.     Producing results.

6.     Showing service orientation.

7.     Seeing the big picture.

8.     Seeking change and innovation.

9.     Developing yourself and others.