Assemblies Affairs and Meetings Planner, Geneva

Job Description - Assemblies Affairs and Meetings Planner (26301-FT_LT)

Assemblies Affairs and Meetings Planner - 26301-FT_LT

Assemblies Team, Diplomatic Engagement and Assemblies Affairs Division, Sector of the Director General
Grade - P2
Contract Duration - 2 years (maximum cumulative length of 5 years) *

Duty Station

CH-Geneva

Publication Date

09-Oct-2026

Application Deadline

09-Nov-2026, 10:59:00 PM

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.

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:

• 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.
• 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 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.
• 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, 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.
• 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.

3. Requirements

Education (Essential)

First-level university degree.

Education (Desirable)

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.

Experience (Desirable)

Relevant professional experience participating in and/or servicing a body of the UN common system and/or a governing body of another international organization.

Language (Essential)

Excellent knowledge of English.

Language (Desirable)

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.

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.
8. Seeking change and innovation.
9. Developing yourself and others.

5. Information

Mobility: WIPO staff members are international civil servants subject to the authority of the Director General and may be assigned to any activities, office or duty station of the Organization. Accordingly, the selected candidate may be required to move from time to time to new functions and/or to another duty station.

Annual salary

Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment. Please note that this estimate is for information only. The post adjustment multiplier (cost of living allowance) is variable and subject to change (increase or decrease) without notice. The figures quoted below are based on the September 2026 rate of 83.7 %.

Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations.

Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

Additional Information

• Initial fixed-term appointment of two years, renewable subject to satisfactory performance and other applicable conditions. The selected candidate’s appointment will be subject to an overall term of five years in this position, with normally no possibility of renewal beyond that term. S/he may, however, apply and be considered for other positions at WIPO.

This overall term of five years is not applicable to WIPO staff members on permanent, continuing or regular fixed-term appointments.

This vacancy announcement may be used to fill other posts at the same grade with similar functions in accordance with Staff Rule 4.9.5.

Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.

The Organization reserves the right to make an appointment at a grade lower than that advertised.

By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.

In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of your identification and the degree(s)/diploma(s)/certificate(s) required for this position. WIPO recognizes higher educational qualifications obtained from institutions accredited/recognized in the World Higher Education Database (WHED), a list maintained by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed here: http://www.whed.net/ . Some higher educational qualifications may not be listed in WHED, and will be reviewed on a case-by-case basis.

Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.

Additional background checks may be required.