Associate Conference Technology 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 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.

3.      Requirements

Education (Essential)

First-level university degree in computer science, information technology, international relations, political sciences, or a related discipline.

Experience (Essential)

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.

Experience (Desirable)

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.

Language (Essential)

Excellent knowledge of written and spoken English or French. 

Good knowledge of another UN language.

Language (Desirable)

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.