Protocol and Event Planner

Protocol and Event Planner-24193-FT_LTDiplomatic Engagement and Assemblies Affairs Division, Sector of the Director GeneralGrade-P2Contract Duration-2 years (maximum cumulative length of 5 years)

Duty Station

CH-Geneva

Publication Date

25-Jun-2024

Application Deadline

22-Jul-2024, 5 : 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.

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.

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 June 2024 rate of 88.5 %

Annual salary

49,254

Post adjustment

43,590

Total Salary

92,844

Currency USD

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 no possibility of renewal beyond that term.S / he may, however, apply and be considered for other positions at WIPO.

This is not applicable to WIPO staff members on fixed-term, continuing or permanent appointments, who were recruited following a competition under Staff Regulation 4.10 (“Appointment Boards”).

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 thelist of unrepresented Member States and thelist 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 an identification and of the degree(s) / diploma(s) / certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited / recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link : http : / / www.whed.net / . Some professional certificates may not appear in the WHED and these will be reviewed individually.

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.