Digital Secretariat

Digital Secretariat - Conference Operations Officer (two posts) - 25362-TA Diplomatic Engagement and Assemblies Affairs Division, Sector of the Director General Contract Duration: 1 year Duty Station: Geneve, Switzerland Application Deadline: 10-Dec-2025, 11:59:00 PM CET IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: the deadline is in local time based on 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, including events and meetings, and oversees the administrative, logistical and other aspects of key meetings such as the Assemblies of the Member States of WIPO and WIPO’s principal committees and bodies. b. Purpose Statement The Digital Secretariat – Conference Operations Officer supports a major digital transformation initiative within the Division, modernising the coordination and management of conferences and meetings. The role requires 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 reports directly to the Senior Counsellor, Diplomatic Engagement and Assemblies Affairs Division. 2. Duties and Responsibilities Assist in implementing workstreams related to the Digital Secretariat roadmap, providing technical, administrative and process support for streamlining planning, coordination and execution of conferences and meetings. Act as a coordination focal point for internal and external meeting organisers, draft detailed conference and meeting plans, enter and maintain meeting details in IT systems, and coordinate across teams to ensure milestones are met. Coordinate venue arrangements and follow up on interpretation, catering, AV support, travel and accommodation requests. Maintain meeting registration systems and processes, virtual conference platforms (e.g., Zoom) and digital communication with stakeholders. Provide technical and process assistance in managing, updating and monitoring conference websites and related digital tools (e.g., conference app) in collaboration 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 training sessions and support the development and dissemination of related documentation. Track and provide first‑level support to users of meeting‑related systems and tools, resolving issues and bugs. Perform other related duties as required. 3. Requirements First‑level university degree in social sciences, political sciences, communication, international relations, diplomacy, or a related discipline. Additional training in digital transformation / innovation is 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 participating–and/or servicing—a body of the UN common system. Experience supporting digital business transformation processes. Excellent knowledge of English or French; knowledge of other official UN languages is an asset. Job Related Competencies (Essential) Excellent organisational skills and the ability to work independently, take initiative, multitask and work quickly and accurately under pressure to meet deadlines. Ability to handle inquiries and clients at all levels. Diplomacy and discretion. Excellent communication, interpersonal skills, and ability to maintain effective partnerships and working relationships in a multicultural 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. Communicating effectively. Showing team spirit. Demonstrating integrity. Producing results. Showing service orientation. Seeing the big picture. Seeking change and innovation. Developing yourself and others. For more information, including salaries and benefits, please check the WIPO Careers website. #J-18808-Ljbffr