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.
This post is a limited-term fixed-term post.
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, as well as oversee the administrative, logistical and other aspects of key meetings such as the WIPO General Assemblies.
b. Purpose Statement
As part of the Protocol and Events team, the incumbent is responsible for the effective and efficient organization of events and coordinates with internal and external stakeholders and for the provision of high-standard provision of diplomatic protocol coverage for events and meetings involving the Director General organized on the premises of the Organization.
c. Reporting Lines
The incumbent reports to the Protocol Manager.
2. Duties and Responsibilities
The incumbent will perform the following principal duties:
a. Assist the Protocol Manager in the planning of official visits by Heads of States, Heads of Government, meetings of high-level dignitaries with the Director General and with the Sector Leads, establishing relations and maintaining liaison with the Member States and other constituents of the Organization;
b. Ensure the implementation of VIP treatment for visiting Heads of States and Governments, Ministers and other foreign dignitaries at the Headquarters and assist in executing official and high-level functions, ceremonies, bilateral and multilateral meetings with VIPs and WIPO;
c. Follow up with all protocol related correspondence to and from Permanent Mission, Governments, Intergovernmental organizations and other entities; prepare congratulatory, appreciation, welcome letters; verify the database regarding the contact information of Ambassadors and Permanent Missions;
d. Brief and organize the Events Team in follow-up with WIPO stakeholders on the preparation of events, identifying their needs and monitoring the level of service provided; draft standard replies to incoming requests, prepare invitations, review technical requirements for cultural events with suppliers, and manage the setting up and dismantling of exhibitions; draft pre-meetings talking points and ensure follow-up on agreed actions;
e. Assist the Protocol Manager and Event Producer in liaising with representatives of WIPO stakeholders, Member States, NGOs and IGOs and coordinate arrangements relating to the organization of regular events on WIPO premises, including National Days celebrations, WIPO General Assemblies events, side-events during WIPO Committees and individual exhibitions by artists;
f. Collaborate with the Division's catering team, as well as the Director General's drivers team;
g. Perform other duties as necessary.
3. Requirements
Education (Essential)
First-level university degree in international relations, European studies, or a related field.
Experience (Essential)
At least three years of relevant professional experience in event management and protocol, international relations.
Experience in the specific area of protocol in a multi-lateral setting.
Experience in organizing events in an international setting.
Experience (Desirable)
Experience in an international organization and or in an Inter-Governmental organization.
Language (Essential)
Excellent knowledge of written and spoken English and French.
Language (Desirable)
Knowledge of other official UN languages.
Job Related Competencies (Essential)
Excellent interpersonal skills and ability to maintain working relations in a multicultural environment with sensitivity and respect for diversity.
Ability to perform duties quickly and accurately under pressure.
Ability to work within applicable rules, regulations and procedures.
Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the internet.
Candidates must be well presented and possess excellent interpersonal skills.
Job Related Competencies (Desirable)
Familiarity with web applications and audiovisual equipment and devices used for presentations.
4. Organizational Competencies
1. Communicating effectively.
2. Showing team spirit.
3. Demonstrating integrity.
4. Valuing diversity.
5. Producing results.
6. Showing service orientation.
7. Seeing the big picture.