External Consultant on Hague and PCT systems in Japan

Title of Assignment: External Consultant on Hague and PCT systems in Japan 
    
Name of unit/sector: WIPO Japan Office        

Place of Assignment: WIPO Japan Office, Tokyo, Japan
    
Expected places of travel (if applicable): Japan
    
Expected duration of assignment: From January 1, 2026, to December 31, 2026  (may be renewed based on performance, organizational needs, and budget availability, up to a maximum cumulative duration of 24 months at a 100% activity rate)

1.    Objective of the assignment

The Contractor will contribute to increasing the number of applications filed under the Hague and PCT systems by Japanese users and the use of WIPO’s global databases (e.g. PATENTSCOPE, Global Design Database) by Japanese users through promoting the systems and the databases to the users as well as supporting them when they use the systems and the databases.

2.    Deliverables/services

Under the supervision of the Counsellor of the WIPO Japan Office, the Contractor shall perform the following deliverables and services on a results-oriented basis:

(a)    Be a focal point for users and potential users, and reply to inquiries regarding the Hague system, the PCT system, and the WIPO’s global databases from them, which includes asking WIPO Headquarters for necessary information to reply to the inquiries as well as recording the contents of the inquiries and the Contractor’s replies;

(b)    Speak at events (e.g. seminars/webinars, conferences, workshops, and roundtables) in Japan, which deliver the latest or useful information on the Hague system, the PCT system, and the WIPO’s global databases when requested by WIPO, that includes organizing the events or helping organize them;

(c)    Visit approximately five users or potential users of the Hague or PCT systems per month, including at least approximately four users or potential users of the Hague system, to provide the latest or useful information on the systems to the users and listen to their ideas or requests concerning the systems, which includes selecting the users or potential users to visit and making appointments with them;

(d)    Draft articles on the Hague system, the PCT system, or the WIPO’s global databases and post them on jounals such as “Hatsumei”, including: (i) at least two articles on practical advises about the Hague system, the PCT system, or the WIPO’s global databases, and (ii) at least two articles on successful cases on the use of the Hague system, within the contract duration.

(e)    Create promotional materials for the Hague system, the PCT system, and the WIPO’s global databases, including brochures, booklets, leaflets, presentation materials, webpages, and the other documents as necessary;

(f)    Translate promotional materials for the Hague system, the PCT system, and the WIPO’s global databases from English to Japanese or vice versa, including brochures, booklets, leaflets, presentation materials, webpages, and the other documents as necessary;

(g)    Contribute to distributing or handing out promotional materials on the Hague system, the PCT system, and the WIPO’s global databases at events in Japan as necessary;

(h)    Inform WIPO in a timely manner of any users’ or potential users’ requests related to the promotion of the Hague system, the PCT system, and the WIPO’s global databases, such as requests for seminars, lectures, brochures, translations and so on;

(i)    Submit a Hague monthly report in English to WIPO every month to share the information such as the status of the usage of the Hague system by current or potential users, which is obtained in the process of implementing the deliverables/services from (a) to (h) above. The monthly report should include the details of:

(i)    users’ or potential users’ concerns on the Hague system, including any obstacles preventing their use of the systems;

(ii)    users’ or potential users’ proposals or requests for improving the Hague system;

(iii)    users’ or potential users’ positive comments on the Hague system, including the advantages of the system they experienced;

(iv)    the results of the deliverables/services (a) to (h) above performed by the Contractor in the month. For example, regarding the deliverables/services (c), the details of the results should include (1) basic information on the users or potential users the Contractor visited; (2) the information acquired during the visits such as the users or potential users’ strategies, experiences, concerns, proposals, requests, questions regarding the systems as well as the Contractor’s replies and responds to them; (3) the Contractor’s impressions on their increased or decreased interests in the use of the Hague system as the results of the visits; and (4) plans for following up the visits;

(v)    overall users’ intention and trends of filing the Hague applications, including statistics and analysis in this regard;

(vi)    strategic suggestion and/or proposal with a view to increasing the usage of the Hague system

(vii)    the plan or schedule of the Contractor’s future activities regarding the deliverables/services (a) to (h) above if any; and

(viii)    any other information the Contractor determines to be consistent with the objective of this assignment.

(j)    Perform other related tasks as may be requested by WIPO within the scope of this contract.

3.    Reporting 

The Contractor shall report to the Counsellor of the WIPO Japan Office and shall work under the coordination of the Counsellor.
                                        

4.    Profile (e.g. area of specialization/expertise, specific knowledge/skills/experience)

The Contractor should have the following degree, experience, knowledge and skills:

(a)    University degree;

(b)    At least 10 years of experience in a patent law firm, an IP section at a company or an IP office, or  a comparable working environment;

(c)    Good knowledge of the business and administrative procedures of WIPO and the procedures of design and patent applications at the national and international level;

(d)    Excellent knowledge of Japanese and good command of English.

(e)    Capacity to act as a key account manager for current and potential users of the Hague system, PCT system, and WIPO’s global databases in Japan;

(f)    Ability to explain rules, regulations and procedures governing the areas of works;

(g)    Good communication and interpersonal skills and ability to maintain effective partnerships and working relations;

(h)    Integrity in dealing with confidential and sensitive data;

(i)    Ability to work within the applicable rules, regulations and procedures; and

(j)    Ability to prioritize work assignments, organize own schedule, meet deadlines.

5.    Duration of contract and payment

The duration of the contract shall be from January 1, 2026 to December 31, 2026, and may be renewed based on performance, organizational needs, and budget availability, up to a maximum cumulative duration of 24 months at a 100% activity rate.

Payment will be made on a monthly basis, subject to submission of invoices by the Contractor and satisfactory completion of services and deliverables. The Contractor is expected to work 20 days per month. WIPO will pay the Contractor based on the actual days and hours worked within a calendar month, up to a maximum of 23 days.

Compensation Structure:

•     Base Honorarium: Determined based on the candidate’s qualifications and professional experience.
•     Performance bonus: Up to 20% of the base honorarium per month, based on results above baseline performance

Performance bonus calculation:

•     2% of the base honorarium for each eligible international design application filed above historical company average

•     Eligibility criteria:
o    Companies visited by the contractor within past 12 months
o    Applications exceeding company's five-year historical filing average

•     Maximum monthly bonus: 20% of the base honorarium
•     Total maximum monthly earnings: The base honorarium plus a maximum of 20% performance bonus.

Payment schedule:

•     Base honorarium: Monthly, subject to submission of invoices by the Contractor, satisfactory completion of services and deliverables.  
•     Activity-based KPIs: Quarterly validation
•     Performance bonus: Calculated and paid at end of quarter (March, June, September, December 2026)

Travel Arrangements: 

The Contractor is responsible for making their own travel arrangements for any missions directed or authorized by WIPO from the place of assignment and for handling all related purchases and payments. WIPO will reimburse travel expenses in accordance with its applicable policies, upon submission of receipts and/or tickets.

Performance Review: 

Monthly and quarterly assessment of KPI (see paragraph 2(c) above) achievement and bonus eligibility, with ongoing calculation throughout the contract period. Regular and/or consistent failure to meet the minimum requirements referred to in paragraph 2(c) may be considered a breach of contract entitling WIPO to termination of the contract.

6.    Non-disclosure of confidential information

In the course of their official duties, the Contractor may have access to confidential information, including information related to applications for intellectual property protection.  The Contractor undertakes to not disclose or use any confidential information for personal gain or for any purpose other than the performance of their official duties.  They also have the duty to report any conflict of interest should one arise.

7.    Special conditions

Any copyrights, including reproduction and publication rights and all other rights of whatever kind, arising in relation to any works produced by the Contractor under this contract, such as presentation materials, brochures, leaflets, articles, documents, and translations shall be the exclusive property of WIPO.

8.    Other Information

ICS contractors fall outside the coverage of employment contracts for WIPO Staff members and are not subject to the WIPO Staff Regulations and Rules. The contractor has no entitlement to vacation or sick leave, except for WIPO official holidays, or to medical insurance or staff pension. Absences from work will be deducted from the contractor’s payment on a pro-rated basis.