Associate Conference Services Coordinator
IMPORTANT NOTICE REGARDING APPLICATION DEADLINE\: Please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.
1. Organizational Context
a. Organizational Setting
The post is located in the Conference Services Section, Conference and General Services Division, Administration and Management Sector.
The Conference Services Section aims to provide responsive, effective and high-quality conference-organization, document-delivery and in-session support services to the Secretariat and conference delegates, as well as to external users of WIPO's conference facilities. The Section strives to cover as many official UN languages as possible to ensure its diverse client base is served suitably and effectively.
b. Purpose Statement
The incumbent coordinates the organization and delivery of efficient and effective conference and in-session support services for WIPO conferences and other meetings convened on WIPO's premises. The incumbent also liaises with Member States and other entities seeking to organize meetings on the premises of the Organization. The role requires working outside of regular business hours during peak meeting periods.
c. Reporting Lines
The incumbent works under the supervision of the Head of the Conference Services Section.
2. Duties and Responsibilities
The incumbent will perform the following principal duties\:
a. Plan and coordinate the delivery of meeting arrangements and delegates' services for WIPO meetings and conferences; liaise with team members and WIPO service sectors to ensure timely provision of servicing arrangements; assign tasks and monitor and follow up on their timely delivery; address gaps or shortcomings in services provided;
b. Organize the use of WIPO's conference facilities for the Secretariat and external users in accordance with relevant WIPO procedures and guidelines; assess external requests to ensure compliance with WIPO guidelines for use of its facilities, obtain approvals, prepare cost estimates for rental and correspondence with requesting entities; organize prospection visits, ascertain technical and meeting servicing requirements and handle billing arrangements;
c. Prepare drafts of and disseminate approved meeting schedules, updates and other in-session conference communications to participants and other stakeholders using web-based applications and other IT systems and tools; liaise with internal IT experts and external service providers on issues, day-to-day maintenance, enhancements or upgrades to IT tools; carry out quality control for work performed by external service providers to ensure that work is done in accordance with specifications and WIPO quality standards;
d. Establish and maintain contact with relevant internal and external conference stakeholders as directed, including Member States, intergovernmental organizations and non-governmental organizations, in order to ensure that their conference-related needs are addressed;
e. Respond verbally and in writing to conference-related enquiries and requests from conference participants and other stakeholders; coordinate and ensure the provision of timely meeting services, including booking meeting facilities, setting up conference rooms and arranging seating, advising on registration procedures or other similar activities, and take action to rectify any issues and ensure customer-focused responses;
f. Collect and analyze data and feedback; produce statistics and prepare summaries of information for use in supporting effective business decisions and to contribute to improvements to meeting/conference services provision and work methods;
g. Regularly review operational processes and procedures in place and make recommendations for enhancement to the Head of the Conference Section; draft proposals for modifications or improvements to conference-related policies and guidelines;
h. Train the team on matters ranging from operational processes and procedures to IT tools, to ensure the provision of optimal levels of service; share knowledge and cultivate good cooperation and teamwork amongst colleagues within and outside the team;
i. Perform other duties, as required.
First-level university degree in public or business administration, management, international relations, social sciences, languages or other relevant discipline.
At least three years' relevant professional experience in the field of conference management at the international level. An advanced university degree in a relevant discipline may be accepted in lieu of two years' relevant experience.
Excellent knowledge of spoken and good knowledge of written English.
Knowledge of other official UN languages, particularly French or Spanish.
Job Related Competencies
Excellent communication, interpersonal and diplomatic skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
Solid people management skills.
Excellent analytical and problem-solving skills.
Good numerical and data analysis skills.
Ability to quickly adapt to changing environments, tasks and demands.
Excellent organizational skills, with the ability to work within strict time constraints and to meet deadlines.
Competent user of databases and office software including Word, Excel, Outlook and PowerPoint; ability to work with and rapidly adapt to new software.
4. Organizational Competencies
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.
Mobility\: WIPO staff members are international civil servants subject to the authority of the Director General and may be assigned to any activities, office or duty station of the Organization. Accordingly, the selected candidate may be required to move from time to time to new functions and/or to another duty station.
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment. The post adjustment (cost of living allowance) is variable and subject to change without notice in accordance with the rates as set within the UN Common System for salaries and allowances. The figures quoted below are based on the March 2019 rate of 67.6%
Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations.
Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.
Initial period of two years, renewable, subject to satisfactory performance. No fixed-term appointment or any extension hereof shall carry with it any expectancy of, nor imply any right to, (further) extensions or conversion to a permanent appointment.
This vacancy announcement may be used to fill other posts at the same grade with similar functions in accordance with Staff Rule 4.9.5.
Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.
The Organization reserves the right to make an appointment at a grade lower than that advertised.
By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.
In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link\: http\://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.
Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.
Additional background checks may be required.