Title of Assignment: Business Analyst – Conference Management Platform

Name of unit/sector: Diplomatic Engagement and Assemblies Affairs Division (DEAA), Sector of the Director General

Place of Assignment: WIPO HQ, Geneva, Switzerland

Expected duration of assignment: September 1st, 2024 to June 30th, 2025

1. Objective of the assignment

The incumbent will work in the Diplomatic (DEAA) Division, Sector of the Director General. The DEAA Division functions as the secretariat for WIPO governing bodies. The Division is responsible for the overall planning, coordination and smooth conduct of the meetings of these bodies. To this effect, the Division aims to provide responsive, effective and high-quality conference-organization, document-delivery and delegate-support service to the Secretariat(s) and conference participants, as well as to other external users of WIPO conference facilities. These services are underpinned by several in-house developed IT tools, which will be replaced under the Integrated Conference Services Platform (ICSP) project, by a state-of-the-art, enterprise-level, digital secretariat / delegates portal.

The incumbent will oversee the collection and realization of the business requirements throughout the project, from their articulation, solution design, implementation, user testing and finally release into production.

As such, the role entails the collection and analysis of the comprehensive (both high-level & detailed) business requirements from the perspective of both internal and external users of a conference management platform (“digital secretariat / delegates’ portal”) and the identification of any technical limitations. This entails user workshops, solution design, process and data structure diagramming. Once in implementation phase, s/he is also expected to design the product’s overall functionality based on business requirements and iterate upon it in accordance with user feedback to ensure a satisfactory user experience.

2. Deliverables/services

On the Digital Secretariat / Delegates’ Portal, the incumbent will:

• Detail business processes and business entities for the whole conference management system;
• Configure prototypes of a “digital secretariat / delegates portal” for successful iterations;
• Ensure that the prototypes are able to communicate / interact with other (existing) systems;
• Define and conduct testing scenarios to validate and collect feedback;
• Provide User Guides & User training.

On support activities, the incumbent will:

• Act as an technical and administrative support for the “digital secretariat / delegates portal”;
• Provide solutions to resolve issues raised by users both on front and back office;
• Contribute to the improvement of existing systems and platforms, where applicable;
• Provide support to DEAA Division conference team to improve conference management process integrations;
• Document gaps which cannot be addressed;
• Knowledge transfer to WIPO conference management staff and users.

3. Reporting

The incumbent reports to Senior Counsellor of the DEAA Division.

4. Profile

Education:

Essential:

• First-level university degree in computer science, information technology or other relevant field;

Desirable:

• Certification in business analysis (e.g CBAP, PMI-PBA, ITIL) or project Management (e.g PMP)

Experience:

Essential:

• At least five years of professional experience with resource management systems, including conference management applications, which cover all of the following areas:
  • End to end implementation of relevant applications
  • Detailed requirements and business process design documentation
  • User acceptance testing & facilitation
  • End user training
  • Strong written and verbal communication skills to interact with stakeholder at all levels
  • Experience in working in cross-functional teams

Desirable:

• Familiarity with agile methodologies, including ITIL methodologies and foundations
• Experience within an international organization

Skills:

Essential:

• Extensive knowledge working with conference/event management applications
• Capability to propose innovative solutions and adapt quickly to changing project requirements

Desirable:

• Ability to work effectively in a team setting, including synthesizing different teams business practices into a common workflow
• Be excited about collaborating and communicating closely with teams and other stakeholders via a distributed model, to regularly deliver business processes designs & prototypes for approval
• Be passionate about resolving user issues & challenges with careful communication
• Be open to receiving feedback and constructive criticism
• Research and showcase ways to leverage new and existing features of existing conference management tools

5. Duration of contract and payment

The contract will start on September 1st, 2024 to June 30th, 2025. The applicant shall provide an indication of their remuneration expectations in Swiss Francs (daily rate). The contract may be renewed upon satisfactory performance and availability of funds.

The applicant shall provide an indication of their remuneration expectations in Swiss Francs (daily rate).

The incumbent is expected to work on-site with the possibility of occasional teleworking.