User Events Assistant

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 post is located in the PCT Legal and User Support Section, PCT Legal and User Relations Division, PCT Legal and International Affairs Department, Patents and Technology Sector. The PCT Legal and User Support Section deals with providing legal advice on PCT matters to all users of the PCT system (in particular applicants, their agents and PCT Contracting States), implementing changes to the PCT Regulations and other changes within the PCT system and reaching out to PCT users and potential PCT users through various outreach activities.

b. Purpose Statement

The purpose of this role is to support the Division in coordinating promotion, outreach and training activities related to the PCT system, with the aim of increasing awareness and facilitating growth.

c. Reporting Lines

The incumbent works under the supervision of the Head of the PCT Legal and User Support Section.

d. Work Relations

The incumbent liaises with parties within and outside the organization during the process of organizing various outreach activities.

2. Duties and Responsibilities

The incumbent will perform the following principal duties:

a. Provide administrative support to senior staff in the coordination of PCT promotional, outreach and training activities (both in-person and online) with other WIPO units and organizers from the public and private sector, including IP Offices worldwide.

b. Manage incoming and outgoing correspondence, track deadlines and ensure timely responses.

c. Coordinate the preparation and translation of seminar documents in the PCT publication languages and maintain a repository of master slides and master copies of seminar documents and related presentations.

d. Provide support in ensuring the settling of all financial and budgetary aspects with organizers, invited speakers and internal WIPO staff, including WIPO consultants; assist with travel, visa and security arrangements for both in-house and external speakers.

e. Assist in collecting feedback from participants (surveys, evaluation forms) and consolidate the results to support the continuous improvement of activities.

f. Create and maintain databases in SharePoint, contact lists and directories of organizers, speakers and participants, ensuring they are up to date and accurate.

g. Assist in developing and implementing, where required, proposals for audio/visual aids. E.g. banners, flyers, videos and other promotional material for online (e.g. WIPO website, social media) and offline use in cooperation with other parts of WIPO.

h. Serve as a liaison with other WIPO units, suppliers and external counterparts to ensure a smooth flow of information and the efficient execution of activities.

i. Identify and propose adjustments to procedures, as appropriate, in order to streamline and expedite actions for the Division.

j. Support the promotion and growth of PCT and as applicable WIPO’s other global services.
k. Perform other related duties as required.

3. Requirements

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least five years of relevant experience.

Experience (Desirable)

Experience in the coordination of outreach activities.
Experience in overseeing budgetary activities.

Language (Essential)

Excellent knowledge of written and spoken English.

Language (Desirable)

Knowledge of other official UN languages.

Job Related Competencies (Essential)

Ability to edit training material.
Ability to work within the applicable rules, regulations and procedures.
Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines; ability to work effectively in a team.
Ability to perform research and organize information from various sources.
Great attention to detail and ability to work in a structured manner.
Good knowledge digital tools, including Microsoft Office applications, AI-enabled applications, and online collaboration platforms. Commitment to continuous learning and the adoption of emerging technologies.
Good communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.

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 of the Organization. Accordingly, the selected candidate may be required to move from time to time to new functions.

Annual salary (Net of tax): 79,603 CHF

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 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”).

Dependency allowances

7,939 CHF per year for dependent spouse; 6,398 CHF per year for each dependent child.

Language allowance

Arabic, Chinese, English, French, German, Japanese, Korean, Portuguese, Russian and Spanish: 4,788 CHF per year for two of these languages, and 3,192 CHF per year for one of them. The allowance is not payable for the mother tongue or the main working language of the staff member. The grant of this allowance is subject to examination.

General Service posts are generally subject to local recruitment. Staff in the General Service category is recruited in the host country or within reasonable commuting distance of the Headquarters.

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.

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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.