1. Organizational Context
a. 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.
b. Purpose Statement
The Associate Conference Technology 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.
c. 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. Assess conference and meetings requirements, attend preparatory meetings with internal and external stakeholders, take note of follow-up action to be taken to ensure that pre-session arrangements are made in a timely manner for sessions of WIPO’s principal committees and bodies and other conferences held on the Organization’s premises.
b. 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.
c. Perform content-management tasks in the new system for enriched webcasting and indexed video-on-demand (VoD) of conferences and meetings; set up new sessions in the system with links to relevant content; follow closely live proceedings in order to facilitate accurate output and introduce metadata and any required corrections during the sessions. As required, conduct post-session processing of the material recorded. Propose improvements to content management. Assist in provision of basic training and guidance to users.
d. Liaise with internal technical staff and external service providers on any issues encountered (from both an operational and an end-user perspective) in relation to the enriched webcasting/indexed VoD system; note any features/functionalities requiring future adjustment or enhancement.
e. For formal meetings held on remote participation platforms, be part of the operational team with administrator level access rights.
f. Proactively coach colleagues in the creation of their remote/hybrid meetings; conduct individual pre-session connectivity testing and coaching sessions for remote participants, especially for high-level speakers.
g. Plan sessions in the mobile application for event planning (used in major business events including conferences, seminars, summits, workshops, etc., and aimed at optimizing the event), studying the interaction with users and enhancing their experience.
h. Assist in the update and maintenance of this application on WIPO’s mobile app administrator accounts.
i. Assist in other conference and/or event-related activities, when and as required.
First-level university degree in computer science, information technology, international relations, political sciences, or a related discipline.
Relevant experience in organizing and servicing conferences and meetings in an international setting.
Experience in enriched webcasting and indexed VoD systems for conferences and meetings.
Experience as an Administrator on remote participation platforms.
At least one year of relevant professional experience participating and/or servicing a body of the UN common system, preferably in WIPO.
Knowledge of and experience in administrating event planning mobile applications.
Knowledge of and experience in Excel visual basic.
Experience as an Administrator for Apple developer and Google Play store account.
Excellent knowledge of written and spoken English or French.
Good knowledge of another UN language.
Knowledge of a third official UN language.
Job Related Competencies (Essential)
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 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.
Job Related Competencies (Desirable)
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.
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 October 2023 rate of 83.3%.
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.
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.
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.