Public Relations Consultant

Title of Assignment: Public Relations Consultant

Name of unit/sector: WIPO Japan Office

Place of Assignment: WIPO Japan Office, Tokyo, Japan

Expected places of travel (if applicable): Japan

Expected duration of assignment: From October 1, 2025 to September 30, 2026  (with possibility of extension)

1. Objective of the assignment
The contractor shall actively and in real-time introduce, in Japanese, topics such as events organized by the WIPO Japan Office, WIPO initiatives, treaty revisions, and statistical information through communication tools managed by the WIPO Japan Office (e.g., website, X (formerly Twitter), newsletters, Flicker, etc.) targeting Japanese users. By doing so, the contractor will contribute to raising awareness across Japan—from students to corporate executives—about the intellectual property system and strategies for its utilization.

Furthermore, in recent years, the scope of activities of the WIPO Japan Office has been expanding to include collaboration with WIPO Headquarters on web communications and partnerships with other international organizations. Disseminating information in English about events organized by the WIPO Japan Office and intellectual property-related content held by the Office plays a crucial role as a strategic communication activity that extends beyond the traditional intellectual property community.

2. Deliverables/services 
(a) Preparation and Updating of Public Relations Materials (Japanese and English) for the WIPO Japan Office:
To effectively communicate the activities of the WIPO Japan Office and WIPO’s initiatives in the field of intellectual property, the contractor shall prepare, edit, and update brochures, presentation materials, and office introduction documents in both Japanese and English. High-quality materials shall be produced, ensuring both content accuracy and visual clarity, in collaboration with external vendors when necessary.;  

(b) Support for Information Dissemination via the Official Website and Social Media (such as X):
To ensure timely dissemination of information—primarily in Japanese—the contractor shall plan, create, and post content for the WIPO Japan Office website and social media channels. Tasks include managing a regular posting schedule, preparing image and video materials, and handling engagement such as responding to comments.;  

(c) Preparation and Distribution of News Releases and Related Materials from WIPO Headquarters:
Based on information provided by WIPO Headquarters in English, the contractor shall prepare localized Japanese news releases that are appropriately tailored for Japanese users and manage their distribution.;  

(d) Public Relations Support for Seminars and Events Organized by the WIPO Japan Office:
For seminars, symposia, campaigns, and other events organized or co-hosted by the WIPO Japan Office, the contractor shall handle PR-related tasks, including drafting announcements, designing and managing registration forms, handling participant communication, and summarizing reports for event documentation.;  

(e) Assistance in the Creation and Direction of PR-Related Design Materials:
The contractor shall be responsible for creating visual materials such as flyers, posters, social media banners, and slide templates, and may also coordinate with external designers or production agencies as needed.;  

(f) Translation and Linguistic Review of PR Materials (Japanese ⇄ English):
The contractor shall translate PR materials, social media posts, news releases, and website content between Japanese and English, ensuring that expressions are natural and accurate in both languages. Special attention shall be paid to terminology related to intellectual property and WIPO-specific terms to maintain consistency and correctness.;  

(g) Planning, Preparation, and Distribution Support for Periodic Newsletters:
To deliver timely updates and event information from the WIPO Japan Office, the contractor shall assist in planning, drafting, editing, and operating distribution tools for email newsletters, aiming to provide valuable information to readers.;  

(h) Support for Coordination and Communication with External Stakeholders:
The contractor shall support liaison and coordination with external stakeholders—including the Japan Patent Office (JPO), JIPII, universities, companies, and media outlets—on behalf of the WIPO Japan Office for event-related matters, including providing necessary documents such as application forms and newsletter drafts, arranging meetings, and preparing meeting minutes or reports as needed.;  

(i) Support for Quarterly English Reports Including Performance Metrics:
In the process of delivering services (a) through (h), the contractor shall support the preparation of quarterly reports in English, sharing performance data such as the number and attributes of event participants, satisfaction survey results, and evaluation indicators such as the number of unique visitors to the WIPO Japan Office website.;  

(j) Measurement of PR Effectiveness and Preparation of Summary Reports:
The contractor shall regularly collect and analyze quantitative data, such as impressions on social media, post engagement rates, website access figures, and event participant numbers. AI tools may be used as needed.  Based on these analyses, the contractor will evaluate the effectiveness of its outreach activities and provide recommendations for future improvements to achieve its two-year KPI of a 20% increase in the number of unique visitors to the WIPO External Office website.;  

(k) Support for PR Coordination with WIPO Headquarters:
To facilitate smooth collaboration with the WIPO Headquarters communications team, the contractor shall assist in organizing and sharing received materials, providing feedback on PR strategies, and consolidating proposals tailored to Japanese users. The contractor may also assist with interpretation during online meetings and prepare meeting minutes if required.;  

(l) Perform other tasks as required by WJO.      

3. Reporting  
The Contractor shall report to the Counsellor of the WIPO Japan Office and shall work under the coordination of the Counsellor.    

4. Profile (e.g. area of specialization/expertise, specific knowledge/skills/experience) 
The Contractor should have following degree, experience, knowledge and skills:

(a) University degree in communications, marketing, law, international relations, or other relevant disciplines;  
(b) At least two years of experience in public relations work, including building official websites for the affiliated organization and analyzing PR-related metrics such as unique visitors;  
(c) Solid knowledge of WIPO’s business and administrative procedures;  
(d) Excellent command of Japanese and good working knowledge of English;  
(e) Ability to serve as a communications officer for current and potential users of both Japan and WIPO;  
(f) Good communication and interpersonal skills and ability to maintain effective partnerships and working relations;  
(g) Integrity in dealing with confidential and sensitive data;
(h) Ability to work within the applicable rules, regulations and procedures; and
(i) Ability to prioritize work assignments, organize own schedule, meet deadlines.  

5. Duration of contract and payment 
The duration of the contract shall be from 1 October 2025 to 30 September 2026, and may be renewed depending on performance, needs, and budget. WIPO will pay the Contractor on a monthly basis according to the actual number of days and hours worked within a calendar month Travel expenses related to any authorized missions from the place of assignment will be covered by WIPO.

Applicants are requested to provide an indication of their remuneration expectations of a daily rate in either Swiss francs, Euros, British Pounds or USD.  

6. Special conditions
Any copyrights, including reproduction and publication rights and all other rights of whatever kind, arising in relation to any works produced by the Contractor under this contract, such as presentation materials, brochures, leaflets, articles, documents, and translations shall be the exclusive property of WIPO.

7. Additional information
ICS contractors fall outside the coverage of employment contracts for WIPO Staff members and are not subject to the WIPO Staff Regulations and Rules. The contractor has no entitlement to vacation or sick leave, except for WIPO official holidays, or to medical insurance or staff pension. Absences from work will be deducted from the contractor’s payment on a pro-rated basis.