Assemblies Affairs and Meetings Planner

The Assemblies Affairs and Meetings Planner supports the planning and delivery of WIPO's governing body meetings, including documentation workflow, delegate registration, and coordination of side events. The role involves collaboration with internal and external stakeholders and contributes to digital tool integration and business process optimization.

Responsibilities

• Support the planning, preparation and management of the documentation workflow for the WIPO Assemblies, including drafting and editing reports and other Assembly-related documents.
• Review, edit and proofread official Assemblies documentation in English, ensuring accuracy and compliance with WIPO editorial standards, style guidelines, and established procedures.
• Coordinate and monitor the delegate registration process through WIPO Meet, including review and approval of registrations and liaison with relevant internal stakeholders.
• Maintain and regularly update relevant sections of WIPO Meet, ensuring data accuracy, completeness and content integrity.
• Contribute to the rollout and integration of new functionalities within the Digital Secretariat platform, including modules related to financed participants.
• Facilitate the planning and organization of side events held in the framework of the WIPO Assemblies and subsidiary bodies, maintaining and updating the side events calendar and liaising with the Division’s Events team and other stakeholders.
• Support in the organization and delivery of high-level meetings, governing body sessions, and subsidiary body meetings.
• Monitor, coordinate, and disseminate up-to-date information on procedural and administrative matters relating to governing and subsidiary bodies across the Organization.
• Perform other related duties as required.

Requirements

• First-level university degree.
• Advanced university degree in social sciences, political sciences, economics, law, international relations, diplomacy, linguistics (English) is desirable.
• At least three years of relevant professional experience in supporting or servicing governing, institutional or intergovernmental bodies, including experience in the preparation of official documentation, organization of meetings and/or management of related administrative and procedural processes.
• Relevant professional experience supporting digital transformation initiatives, including the implementation or enhancement of digital tools and business processes.
• Relevant professional experience participating in and/or servicing a body of the UN common system and/or a governing body of another international organization is desirable.
• Excellent knowledge of English.
• Knowledge of other official UN languages is desirable.
• Good knowledge of French is an asset.
• Excellent organizational and planning skills with the ability to work independently, take initiative, multitask, and work quickly and accurately under pressure to meet deadlines.
• Ability to handle enquiries and interact effectively and professionally with delegates, government representatives and internal and external stakeholders at different levels.
• Demonstrated tact, diplomacy and discretion, particularly in handling sensitive or confidential matters.
• Excellent communication and interpersonal skills, and the ability to maintain effective partnerships and working relations in a multicultural environment with sensitivity and respect for diversity.
• Ability to adapt to evolving digital working methods and contribute to the implementation and improvement of digital tools and business processes.
• Strong digital literacy, including proficiency in Microsoft Office applications (Word, Excel, Outlook and PowerPoint), and the ability to work effectively with digital meeting, registration, documentation and workflow management tools.
• Familiarity with CRM tools would be an asset.
• Knowledge of UN rules and procedures.

Skills

• Meeting Planning
• Official Documentation Drafting
• Administrative Process Management
• Digital Transformation
• Business Process Improvement
• UN Rules and Procedures
• Delegate Registration
• Stakeholder Engagement
• Tact and Diplomacy
• Multicultural Communication
• MS Word
• MS Excel
• Microsoft Outlook
• MS PowerPoint
• Digital Meeting Tools
• Workflow Management Tools
• CRM Tools
• Organizational Skills
• Planning Skills

Languages

English, French