Associate Conference Planner

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 Setting

 

The position is located at 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.

 

2. Purpose Statement

 

The incumbent 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 events.

 

3. Reporting Lines

 

The incumbent works under the supervision of and reports directly to the Conference Manager.

 

 

 

The incumbent will perform the following principal duties\:

 

a.  Assist in planning and coordinating the delivery of meeting arrangements and delegates' services for WIPO meetings and conferences; identify the needs of the stakeholders; liaise with team members and WIPO service sectors to ensure timely provision of servicing arrangements.

 

b.  Brief and organize teams of conference-support staff.  Establish daily and weekly staff rotation plans to ensure adequate coverage of the planned conference program.

 

c.  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, membership of each committee, body and lists of accredited observers. 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.  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.

 

e.  Participate in post-session debriefings, flagging any problems encountered during sessions and making recommendations for service improvement.

 

f.   Prepare and disseminate 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 internally on issues, day-to-day maintenance, enhancements or upgrades to IT tools and facilities.

 

g.  Regularly review operational processes and procedures in place and make recommendations for enhancement to the Conference Manager.

 

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.   Generate statistics and summaries of information for use in supporting effective business decisions.

 

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

 

 

 

Education (Essential)

First-level university degree in public or business administration, management, international relations, social sciences or other relevant discipline.

 

 

Experience (Essential)

Experience in organizing and servicing conferences and meetings in an international organization.

 

Experience (Desirable)

At least one year of experience in organizing and servicing conferences and meetings in an international organization.

 

Language (Essential)

Excellent knowledge of English or French and good knowledge of the other.

 

Language (Desirable)

Knowledge of other UN official languages.

 

Job Related Competencies (Essential)

Ability to work under pressure and to deadlines and to effectively coordinate conference and meeting related activities associated with large-scale official meetings.

 

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

 

High level of client orientation and flexibility.

 

Excellent 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 analytical and problem-solving skills.

 

Good numerical and data analysis skills.

 

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

 

Candidates must be well presented and possess excellent interpersonal skills.

 

 

 

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.

 

 

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 March 2023 rate of 81.8%.

 

P1
Annual salary	$38,523
Post adjustment	$31,512
Total Salary	$70,035
Currency USD

 

 

Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

 

Additional Information

 

Temporary appointments are renewable, subject to continuing needs, availability of budget and satisfactory performance with a maximum cumulative length of two years.

 

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.

 

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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.