Title of Assignment: Consultant to provide support and contribute to the coordination of the network of External Offices and the supervision of those External Offices which report to the DDG RNDS.

Name of Unit/Sector: External Offices Coordination Unit (EOCU), Division for External Offices and Least Developed Countries, Landlocked Developing Countries and Small Island Developing States Coordination (DELLS)

Place of Assignment: Geneva (WIPO HQ)

Expected duration of assignment: From January 9, 2025 to December 31, 2025

1. Context 

This External Offices Coordination Unit (EOCU) has the following mandate:
a) Enhance the effectiveness and the coherence of the functioning of the network of External Offices.
b) Support two-way communication between the External Offices and Headquarters.
c) Support the ongoing diplomatic processes (Member States discussions concerning External Offices).
d) Provide administrative support to those External Offices supervised by the Office of the Director General

EOCU is responsible for the overall coordination of the External Offices and enhancement of the coherence of the functioning of the network of the seven WIPO External Offices.  This includes defining policy, developing strategies for mandate implementation, and reviewing processes and procedures.

EOCU facilitates information flows between the External Offices and Headquarters; coordinates administrative support provided by Headquarters to the External Offices supervised by RNDS (Algeria, Brazil, Nigeria, the Russian Federation and Singapore).

EOCU systematically monitors the implementation of the Workplans of the External Offices, providing guidance and advice to facilitate their implementation; and monitors and coordinates the submissions of External Offices concerning the Program and Budget, the WIPO Performance Report and other regular programmatic reporting.

2. Assignment 

The Consultant will work closely with the External Offices to facilitate the effective functioning of the network and the Offices. The Consultant will also establish and maintain relationships with external stakeholders as required.

3. Tasks/ Responsibilities

The Contractor will:

e) Assist the Director of DELLS, in the overall coordination and enhancement of the coherence of the functioning of the network of the WIPO External Offices by analyzing policy, reporting on developments and performance, and advising on administrative settings, processes and procedures and providing recommendations for their improvement and streamlining.
f) Contribute to the ongoing process being conducted by Member States to review and possibly expand the network of External Offices by providing data and information as required.
g) Facilitate information flows between External Offices and Headquarters by: identifying priority matters, analyzing and disseminating documents and information; and liaising with substantive Sectors and programs in Headquarters on behalf of External Offices.  Draft reports, briefing notes, background materials, talking points and fact sheets.
h) Coordinate administrative support provided by Headquarters to the External Offices supervised by RNDS (Algeria, Brazil, Nigeria, the Russian Federation and Singapore).
i) Monitor the implementation of the Workplans of the External Offices.  Provide guidance and advice to the External Offices to facilitate implementation of the workplans.
j) Monitor and coordinate the submissions of External Offices concerning the Program and Budget, the WIPO Performance Report and other regular programmatic reporting and provide a first review with respect to narrative and statistical inputs.
k) Assist the implementation of the External Offices’ communication strategies by monitoring the webpages and other communications channels of Offices (including social media) and provide recommendations for improved communications by the Offices.
l) Support to the Director of DELLS as required.
m) Perform other related duties as required.

4. Deliverables/services

Under the supervision of the Director of the DELLS, the Consultant will be responsible for the following deliverables:

1. Programmatic issues:
a. Prepare the External Offices quarterly report.
b. Monitor and coordinate the submissions concerning the Program of Work and Budget, the WIPO Performance Report and other regular programmatic reporting and provide a first review with respect to narrative and statistical inputs.
c. Quarterly reviews of Performance Data to be reported in the WIPO Performance Report.

2. Support to the 5 External Offices:
a. Ensure the timely processing of memoranda and other requests from the five offices including the processing and coordination of files and support for the KIC System.
b. Provide guidance and advice to the offices on administrative matters.
c. Facilitate the engagement of units in Headquarters on matters raised by the offices, as required.
d. Track implementation of the workplans of the five offices throughout the year.

3. Communications:
a. Organize regular meetings with External Offices Communications Focal Points.
b. Take the lead in organizing the annual series of briefings for the External Offices at the WIPO Assemblies.
c. Monitor the webpages and other communications channels of Offices (including social media).
d. Provide recommendations for improved communications by the Offices.

5. Profile

• First-level university degree in law, international relations, public administration, or other relevant field.
• At least three year’s work experience including in the area of the coordination of programs.
• Experience working with the United Nations and/or in an Executive Office.
• Excellent (written and spoken) knowledge of English.
• Knowledge of result-based programming and budgeting.
• Proven organizational and coordination skills.  Ability to work quickly and efficiently under pressure.
• Excellent drafting skills.
• Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
• Excellent facilitation skills including in an international context.
• Sound judgment; ability to quickly assess complex and fast-moving situations and developments. Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the internet. Discretion and integrity.

6. Duration of the Contract and Payment

The contract will start on January 9, 2025, and will end on December 31, 2025, with the possibility to extend up to 24 months.

Applicants area requested to provide an indication of their remuneration expectations in Swiss francs (daily rate).