Assemblies Affairs and Meetings Planner - 26301-FT_LT

World Intellectual Property Organization – WIPO; Genf; On-site; CHF 120,000 - 150,000; Full time

Job summary

World Intellectual Property Organization – WIPO in Geneva seeks an Assemblies Planner to support documentation, registration, and meeting logistics for the Assemblies.

The role emphasizes coordinating with stakeholders, editing official documentation in English, and deploying digital tools to streamline workflows for governing bodies, under a two-year contract with potential growth within the Secretariat.

Qualifications

• At least three years of relevant experience supporting governing or intergovernmental bodies.
• Experience with digital transformation initiatives and digital tools.
• English language proficiency; knowledge of additional UN languages (French helpful).

Responsibilities

• Support planning and management of documentation workflow for WIPO Assemblies.
• Edit and proofread official Assemblies documentation in English.
• Coordinate delegate registrations through WIPO Meet and maintain data accuracy.
• Contribute to Digital Secretariat rollout including financed participants modules.
• Organize side events and coordinate with the Events team and stakeholders.
• Assist in organization of high-level meetings and governance body proceedings.

Skills

Organizational skills

Multitasking

Stakeholder coordination

Digital literacy

Communication skills

Education

First-level university degree

Advanced degree in IR/Diplomacy

Tools

Microsoft Office

CRM tools

Job description

Assemblies Team, Diplomatic Engagement and Assemblies Affairs Division, Sector of the Director General

Contract Duration - 2 years (maximum cumulative length of 5 years) *

Duty Station: CH-Geneva

Application Deadline: 09-Nov-2026, 11:59:00 PM CEST

1. Organizational Context

a. 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 governing body meetings such as the Assemblies of the Member States of WIPO (the Assemblies).

b. Purpose Statement

The Assemblies Affairs and Meetings Planner contributes to the effective planning and delivery of the work of the Diplomatic Engagement and Assemblies Affairs Division in support of WIPO’s governing body meetings. The incumbent also facilitates coordination and collaboration with relevant internal and external stakeholders, supports the optimization of related business processes and the effective use of digital tools, and helps ensure that organizational, procedural and operational requirements are addressed and that services for the governing bodies are delivered efficiently and to a high standard.

c. Reporting Lines

The incumbent works under the supervision of and reports directly to the Senior Counsellor, Diplomatic Engagement and Assemblies Affairs Division.

2. Duties and Responsibilities

The incumbent will perform the following principal duties:

• a. Support the planning, preparation and management of the documentation workflow for the WIPO Assemblies, under the guidance of the Director, Diplomatic Engagement and Assemblies Affairs Division. Ensure the timely preparation, translation and online publication of official documentation in all UN languages, including the drafting and editing of reports and other Assembly-related documents.
• b. Review, edit and proofread official Assemblies documentation in English, ensuring accuracy and compliance with WIPO editorial standards, style guidelines, and established procedures.
• c. Coordinate and monitor the delegate registration process through WIPO Meet, including the 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.
• d. Contribute to the rollout and integration of new functionalities within the Digital Secretariat platform, including modules related to financed participants.
• e. Facilitate the planning and organization of side events held in the framework of the WIPO Assemblies and subsidiary bodies, including Working Groups and Standing Committees. Maintain and update the side events calendar and liaise closely with the Division’s Events team and other relevant stakeholders to ensure effective coordination and delivery.
• f. 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.
• g. Perform other related duties as required.

3. Requirements

First-level university degree.

Advanced university degree in social sciences, political sciences, economics, law, international relations, diplomacy, linguistics (English).

Experience (Essential)

• 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.
• Excellent knowledge of English.
• Knowledge of other official UN languages. Good knowledge of French is an asset.

Job Related Competencies (Essential)

• 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.

Job Related Competencies (Desirable)

• Familiarity with CRM tools would be an asset.
• Knowledge of UN rules and procedures.
• 1. Communicating effectively.
• 2. Showing team spirit.
• 3. Demonstrating integrity.
• 5. Producing results.
• 6. Showing service orientation.
• 7. Seeing the big picture.
• 8. Seeking change and innovation.
• 9. Developing yourself and others.

For more information, including on the salaries and benefits, please check the WIPO Careers website.