Digital Secretariat

Digital Secretariat - Conference Operations Officer (two posts)-25362-TADiplomatic Engagement and Assemblies Affairs Division, Sector of the Director GeneralGrade-P2Contract Duration-1 year Duty Station: CH‑Geneva Publication Date: 26‑Nov‑2025 Application Deadline: 10‑Dec‑2025, 5:59:00 PM 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 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 overseeing the administrative, logistical and other aspects of key meetings such as the Assemblies of the Member States of WIPO (the Assemblies) and WIPO's principal committees and bodies. b. Purpose Statement The Digital Secretariat - Conference Operations Officer provides support and assistance in advancing the implementation of a major digital transformation initiative within the Division, aimed at modernizing day‑to‑day coordination and management of conferences and meetings and related digital communications. This position requires a dynamic professional with strong project coordination skills, familiarity with virtual and hybrid conference tools, and the ability to liaise with diverse internal and external stakeholders. c. Reporting Lines The incumbent works under the supervision of and reports directly to Senior Counsellor, Diplomatic Engagement and Assemblies Affairs Division. 2. Duties and Responsibilities The incumbent will perform the following principal duties: Assist in the implementation of workstreams related to the Digital Secretariat roadmap, notably to provide technical, administrative and process‑related support for the implementation of processes aimed at streamlining the planning, coordination, and execution of conferences and meetings. Serve as a coordination focal point for internal and external meeting organizers, drafting detailed conference and meeting plans, entering and maintaining meeting details in meeting IT systems, and coordinating across teams to help ensure milestones are met. Coordinate venue arrangements and follow‑up on the fulfillment of related requests (e.g. interpretation needs, catering, AV support, travel and accommodation, etc.). Assist in maintaining meeting registration systems and processes, virtual conference platforms (e.g. Zoom) and digital communication with stakeholders. Provide technical and process‑related assistance in managing, updating and monitoring conference websites and related digital tools (e.g. conference app) in coordination with internal stakeholders. Maintain documentation, decision logs, and archives using cloud‑based tools (e.g. SharePoint). Participate in user testing of new Digital Secretariat‑related systems and tools, and the rollout of new digital tools and processes for meetings and conferences. Conduct specific training sessions and support the development and dissemination of training and guidance related documentation. Track and provide first‑level support to users of meeting‑related systems and tools in resolving issues and bugs. Perform other related duties as required. 3. Requirements Education (Essential) First‑level university degree in social sciences, political sciences, communication, international relations, diplomacy, or other relevant discipline. Education (Desirable) Additional training in digital transformation / innovation would be an asset. Experience (Essential) At least 3 years of relevant professional experience in conference and meeting management, ideally in an international or digital setting. Experience (Desirable) Relevant professional experience participating and / or servicing a body of the UN common system. Relevant professional experience in supporting digital business transformation processes. Language (Essential) Excellent knowledge of English or French. Language (Desirable) Knowledge of other official UN languages is an asset. Job Related Competencies (Essential) Excellent organizational skills with the ability to work independently, take initiative, multitask, work quickly and accurately under pressure to respect deadlines. Strong digital literacy : proficiency in MS Office, Zoom, online registration platforms, CRM systems. Ability to deal with inquiries and clients at all levels. Diplomacy and discretion. Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi‑cultural environment with sensitivity and respect for diversity. Job Related Competencies (Desirable) Knowledge of UN practices and administrative procedures. Knowledge of conference management‑related systems and technologies. 4. Organizational Competencies Communicating effectively. Showing team spirit. Demonstrating integrity. Valuing diversity. Producing results. Showing service orientation. Seeing the big picture. Seeking change and innovation. Developing yourself and others. 5. Information 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 2025 rate of 90 %. P2 Annual salary: $50,377 Post adjustment: $45,339 Total Salary: $95,716 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: 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 website, 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 your identification and the degree(s)/ diploma(s)/ certificate(s) required for this position. WIPO recognizes higher educational qualifications obtained from institutions accredited / recognized in the World Higher Education Database (WHED), a list maintained by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed here: http://www.whed.net. 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. #J-18808-Ljbffr