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Conference Planner

Geneva

  • Organization: WIPO - World Intellectual Property Organization
  • Location: Geneva
  • Grade: Junior level - P-2, International Professional - Internationally recruited position
  • Occupational Groups:
    • Conference Services
  • Closing Date: Closed

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

 

  1. Organizational Setting

 

The position is located in the Diplomatic Engagement and Assemblies Affairs Division, Sector of the Director General. The Division is responsible for all engagements with the diplomatic community in Geneva through various avenues such as events and meetings, as well as oversee the administrative, logistical and other aspects of key meetings such as the WIPO General Assemblies.

 

  1. Purpose Statement

 

The Conference Planner provides day-to-day support to the Diplomatic Engagement and Assemblies Affairs Division in the organization of meetings and events and coordinates with internal and external stakeholders for the efficient and timely implementation of meetings and events.

 

  1. Reporting Lines

 

The incumbent works under the supervision of the Conference Manager, Diplomatic Engagement and Assemblies Affairs Division.

 

 

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, monitor and follow-up on their timely delivery; address gaps or shortcomings in services provided.  Prepare drafts of and disseminate approved meeting schedules, updates and other in-session conference communications to participants and other stakeholders.

 

b.      Liaise with internal or external IT experts and service providers for Conference technology tools on potential issues encountered, day-to-day maintenance, required enhancements or upgrades. 

 

c.      Consolidate surveys on all aspects of meeting-related arrangements and services; produce debriefing notes, highlighting areas that require improvement; generate statistics and summaries of information for use in supporting effective business decisions.

 

d.      Train the team on matters ranging from operational processes and procedures to IT tools; regularly review meeting preparation and operations processes in place and make recommendations for enhancement to the Director and to the Conference Manager; share knowledge and cultivate good cooperation and teamwork amongst colleagues within and outside the team.

 

e.      Prepare electronic conference room seating and microphone assignment plans for sessions of the principal committees and bodies of WIPO, in accordance with the specific meeting requirements and lists of WIPO member and observer States and accredited IGOs and NGOs; to this end, keep abreast of accessions to the different WIPO treaties and accreditations of organizations.

 

f.       Attend upgrade projects for the new system for enriched webcasting and indexed video on-demand (VoD) of conferences and meetings.  Train team members to operate the system.  Liaise with internal technical staff and external service providers on any issues encountered.

 

g.      Attend meetings of the Project Group in charge of developing conference backend system and draft status reports.

 

h.      Assist in event-related matters, as and when necessary.

 

 

3.     Requirements

 

Education (Essential)

First-level university degree in public or business administration, management, languages, social sciences or related discipline.

 

Experience (Essential)

At least three years of relevant professional experience, preferably in an international environment, in both meeting/conference and event organization, with a demonstrated sense of customer service.

 

Experience in a multi-lateral setting.

 

Experience in enriched webcasting and indexed video on-demand (VoD) systems for conferences and meetings.

 

Experience in mobile applications mainstream event planning tech tools used in major business events including conferences, seminars, summits, workshops, etc., aimed at optimizing the event, studying the interaction with users and enhancing stakeholders’ experience.

 

Knowledge and experience in back office and customization functions of such event mobile applications.

 

Experience (Desirable)

Relevant professional experience participating and/or servicing a body of the UN common system, in particular in WIPO and/or at governing body level.

 

Language (Essential)

Excellent knowledge of written and spoken English or French, and good knowledge of the other.

 

Language (Desirable)

Knowledge of other official UN languages.

 

Job Related Competencies (Essential)

Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multicultural environment, with sensitivity and respect for diversity.  Ability to maintain a high level of confidentiality and discretion.

 

Excellent organizational skills, with the ability to work within strict time constraints and to meet deadlines.

 

Ability to work under pressure and to deadlines and to effectively coordinate meeting-related activities associated with large-scale official Conferences.  Ability to remain calm and self-controlled in difficult situations. Ability to maintain high-level performance even when facing pressure.

 

Ability to quickly adapt to changing environments, tasks and demands.

 

Excellent analytical and problem-solving skills.

 

Good numerical and data analysis skills.

 

Competent user of databases and office software including Word, Excel, Outlook and PowerPoint; ability to work with and rapidly adapt to new software.

 

Good knowledge of conference management-related systems and technologies.

 

 

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.

 

 

5.      Information

 

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.

 

Annual salary\:

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.  Please note that this estimate is for information only.  The post adjustment multiplier (cost of living allowance) is variable and subject to change (increase or decrease) without notice.  The figures quoted below are based on the November 2022 rate of 78.6%

 

P2

 

 

Annual salary

      $49,254

 

Post adjustment

      $38,714

 

Total Salary

      $87,968

 

Currency USD

 

 

         

 

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.

 

Additional Information

 

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.

This vacancy is now closed.