Assemblies Affairs and Meetings Planner

Diplomatic Engagement and Assemblies Affairs Division, Sector of the Director General

Grade - P2

Contract Duration - 1 year

Duty Station : CH-Geneva

Publication Date : 10-Dec-2024 Application Deadline : 24-Dec-2024, 4:59:00 PM

**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 oversee the administrative, logístical and other aspects of key meetings such as the Assemblies of the Member States of WIPO (the Assemblies).

b. **Purpose Statement**

The Assemblies Affairs and Meetings Planner provides day-to-day support to the Diplomatic Engagement and Assemblies Affairs Division in the organization of the Assemblies and the meetings of sub-bodies (i.e. Working Groups and Standing Committees) and coordinates with internal and external stakeholders for the efficient and timely implementation of the Assemblies and related meetings. The incumbent plans and coordinates the preparation and delivery of services for the Assemblies and related meetings.

c. **Reporting Lines**

The incumbent works under the supervision of and reports directly to the Senior Counsellor, Diplomatic Engagement and Assemblies Affairs Division.

**2.**Duties and Responsibilities**

The incumbent will perform the following principal duties:
**a.**Support the Director, Diplomatic Engagement and Assemblies Affairs Division, in the planning, preparation, and coordination of the workflow of the Assemblies documentation, ensuring the timely preparation, translation and online posting in all languages of all relevant documents, including the drafting and editing of reports in reported speech.

**b.**Provide support to the Director, Diplomatic Engagement and Assemblies Affairs Division, in editing and/or proofreading in English the Assemblies documentation in accordance with the WIPO rules and procedures.

**c.**Assist in the coordination of side events in the framework of the WIPO Assemblies and sub-bodies to the WIPO statutory bodies (i.e. Working Groups and Standing Committees), monitor and update the relevant calendar of side events and closely cooperate with the Divisions Events’ team.

**d.**Participate in the preparation of statistics and follow up of satisfaction surveys. Assisting in the archiving of the Assemblies documentation.

**e.**Assist in updating and ensuring the accuracy of the Assemblies website.

**f.**Support the Director, Diplomatic Engagement and Assemblies Affairs Division, in delivering successful high level and governing body meetings and conferences, including those of the sub-bodies (i.e. Working Groups and Standing Committees). Assist in monitoring, coordinating, updating and regularly sharing within the Organization information on procedural and administrative aspects related to the governing bodies and the sub-bodies.

**g.**Provide assistance to the development, implementation, testing, effective use, maintenance and further evolvement of the ongoing Digital Secretariat project. Assist in monitoring the electronic registration system.

**h.**Provide assistance in monitoring, updating and providing further input regarding the WIPO conference mobile APP.

**i.**Perform other related duties as required.

**3.**Requirements**

**Education (Essential)**

First-level university degree in social sciences, political sciences, economics, law, international relations, diplomacy, linguistics (English).

**Education (Desirable)**

Advanced university degree in social sciences, political sciences, economics, law, international relations, diplomacy, linguistics (English).

Education in editorial and proofreading.

**Experience (Essential)**

At least three years of relevant professional experience participating in and/or servicing an institutional body in the public or private sector.

**Experience (Desirable)**

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

Relevant professional experience in supporting digital business transformation processes.

**Language (Essential)**

Excellent knowledge of English.

**Language (Desirable)**

Knowledge of other official UN languages.

Good knowledge of French is an asset.

**Job Related Competencies (Essential)**

Excellent organizational skills with the ability to work independently, take initiative, multitasking, work quickly and accurately under pressure to respect deadlines.

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.

Knowledge of UN rules and procedures.