Consultant - Editorial Project Management

Title of Assignment: Consultant - Editorial Project Management

Name of unit/sector: Digital Engagement Service

Place of Assignment: Home-based. Must be available during WIPO core hours (10 am – 4 pm)

Expected places of travel (if applicable): n/a

Expected duration of assignment: July 1, 2026 - December 30, 2027

Activity rate: 50%

1. Objective of the assignment

The publishing team sits in WIPO’s Digital Engagement Service and is responsible for the publications of WIPO. WIPO publications are open access, multilingual and increasingly available in HTML as well as PDF.

The Consultant’s role complements existing editorial project management capacity in the team, focused on flagship reports and other high-priority publications.

The Consultant will manage a maximum of 12 editorial projects per year, from first draft to final publication.

The publications to be managed will be new titles in the WIPO series Unlocking IP Finance and IP for Innovation and Business Growth, as well as ad-hoc titles.

2. Deliverables/services

The Consultant will work under the supervision of the Head of the Publications and Design team and in close collaboration with other publishing staff to manage the publication of country reports in two WIPO series, as well as ad-hoc titles, ensuring high-quality, timely delivery according to WIPO publishing standards.

Occasionally, the Contractor may be required to manage the publication workflow for language adaptations of selected titles.

While the majority of titles will follow a traditional publishing workflow through InDesign to web and print PDFs, some titles will be published through an XML workflow and be published in both PDF and HTML.

The required steps for the traditional workflow include:

• On approval of the project and definition of category (substantive publication vs information material), meet with author team and relevant stakeholders, and confirm publication launch date
• Create production schedule and share with stakeholders
• Create publication folder in SharePoint and request publication set-up in the Digital Publishing Platform
• Request short summaries of publication from author – edit as required
• Request bibliographic metadata
• Request quotes/mini bids/approvals/etc., as required, following WIPO procurement rules
• Review manuscript/data files
• Commission copyeditor and proofreader, following WIPO procurement rules
• Commission layout vendor, following WIPO procurement rules
• Commission figures and tables from author/designer
• Word file to copyeditor with brief, supplying appropriate style guidelines
• Request design for:
• Cover
• Publication promotional assets, as required
• Review copyedited Word file, ensuring application of house style
• Copyedited Word file to author for review/answer queries
• Review and finalize copyedited/approved Word and image files
• Request PDF layout, supplying appropriate templates
• Send PDF for review by internal design team, external proofreader and internal author team
• Monitor correction stages, ensuring application of house style and brand guidelines
• Finalize PDF and obtain author approval to publish
• Send PDF to authors for publication, with promotional assets as required

The required steps for the XML workflow include:

• Steps 1-10 as above
• Create design request for:
• Cover
• HTML banner
• Chapter feature image for HTML
• Publication assets x 6
• Launch/event assets
• On receipt of manuscript/data files, review and approve for XML conversion
• Send figures and tables for review/creation
• Review XML and approve for copy-editing
• Review copyedited XML and approve for author review/answer queries
• Request finalization of figure and tables
• Finalize XML review and request author to review HTML in Test site, make corrections in DPP and Datawrapper/Flourish
• Review and approve HTML and commission PDF layout
• Approve PDF for review by proofreader and author
• Oversee final corrections in DPP, in discussion with layout designer
• Finalize HTML and PDF for final approval
• Set HTML and PDF to publish

3. Reporting

The Consultant will report directly to the Head of the Publications and Design team, working closely with the project leads of each of the publications and with the other members of the Publications and Design team.

4. Profile (e.g. area of specialization/expertise, specific knowledge/skills/experience)

Essential

At least 10 years of progressively responsible professional experience in managing editorial projects in English, for both print and digital.

• Excellent knowledge of editorial standards and typographical terms and rules.
• Excellent writing and editing ability with facility in adapting content to different audiences and channels.
• Excellent time management and organizational skills. Ability to work to tight deadlines and under pressure.
• Ability to understand and convert complex issues and documents into clear, accessible content.
• Meticulous attention to detail.

Desirable

• Experience of working with UN agencies or other mission-driven, member-state organization.
• Experience with online data visualization tools.
• Experience of XML workflows.
• Good understanding of accessibility standards.

5. Duration of contract and payment

The contract will run until December 30, 2027, with the possibility of extension subject to budget availability, satisfactory performance and business needs.

Applicants are requested to provide an indication of their remuneration expectations of a daily rate in either Swiss francs.

Payment will be made on a monthly basis at an agreed hourly rate, subject to submission of invoices by the Consultant, satisfactory completion of services and approval of deliverables.

6. Other information

ICS Consultants fall outside the coverage of employment contracts for WIPO Staff members and are not subject to the WIPO Staff Regulations and Rules. The Consultant 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 Consultant’s payment on a pro-rated basis.