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IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: please note that the deadline for applications is indicated in local time as per the time zone of the applicantโs location.
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1.ย ย ย Organizational Context
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a.ย ย ย 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.
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b.ย ย ย 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.
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c.ย ย ย Reporting Lines
The incumbent works under the supervision of and reports directly to Senior Counsellor, Diplomatic Engagement and Assemblies Affairs Division.
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2.ย ย ย ย ย Duties and Responsibilities
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The incumbent will perform the following principal duties:
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a.ย ย 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.
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b.ย ย 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.).
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c.ย ย 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.
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d.ย ย Maintain documentation, decision logs, and archives using cloud-based tools (e.g. SharePoint).
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e.ย ย 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.
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f.ย ย ย Track and provide first-level support to users of meeting-related systems and tools in resolving issues and bugs.
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g.ย ย Perform other related duties as required.
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3.ย ย ย ย ย Requirements
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Education (Essential)
First-level university degree in social sciences, political sciences, communication, international relations, diplomacy, or other relevant discipline.
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Education (Desirable)
Additional training in digital transformation / innovation would be an asset.
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Experience (Essential)
At least 3 years of relevant professional experience in conference and meeting management, ideally in an international or digital setting.
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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.
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Language (Essential)
Excellent knowledge of English or French.
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Language (Desirable)