Title of Assignment:    Madrid System Business Development Consultant in Japan

Name of unit/sector:     Madrid Information and Promotion Division, Madrid Registry, Brands and Designs Sector

Place of Assignment:    WIPO Japan Office (WJO), Tokyo, Japan

Expected places of travel (if applicable):    Japan

Expected duration of assignment:    From May 1 to December 31, 2026

1.    Objectives of the assignment

The Contractor will support the WIPO marketing goal of increasing the use of the Madrid System for the international registration of marks in Japan and assist in the promotion of the System among user communities in this country.

2.    Deliverables/services

(a) Core Marketing Activities

Prepare and execute a comprehensive marketing approach designed to reach out and connect with current and potential users of the Madrid System in Japan. The approach should include:

1. Establishing and nurturing relationships with three groups of stakeholders: agents/attorneys, influencers (SMEs associations, IP associations, chambers of commerce, federation of industries, etc.), and applicants/holders; 
2. Meeting and consulting individually or in small groups with agents/attorneys and influencers; and
3. Gathering market intelligence and reporting feedback to WIPO.

(b) Minimum Performance Requirements (Quarterly Basis)

The Contractor must achieve the following minimum thresholds each quarter:

i. User Engagement:

Minimum 60 distinct users or potential users per quarter, through group and/or one-to-one meetings, comprising:

• One-to-one meetings with at least five distinct potential filers/representatives per month
• One-to-one meetings with at least five distinct top filers/representatives per month

ii. Promotional Activities:

• Organize/participate in minimum four events per quarter
• Participate in at least one WIPO Madrid System public webinar per quarter
• Achieve participant satisfaction rating of ≥85%

iii. Case Studies & Market Intelligence:

• Identify success stories of Madrid System use by local businesses and law firms, with the aim of contributing to the production of two to three case studies per year. Identification efforts should be distributed in a balanced manner throughout the contract period. Identification refers to securing the agreement in principle of the relevant entity; while drafting and publication may take place at a later stage.

iv. Knowledge Development & Partnerships:

• Contribute to training materials development
• Develop relationships with key stakeholders (IP associations, SME groups)

(c) Work Plan and Reporting

Provide a detailed work plan for 2026 activities for WIPO's approval at contract commencement, including:

• Planned engagement schedule with target companies and representatives
• Event participation calendar
• Case study identification strategy
• Additional activities consistent with assignment objectives

(d) Monthly Reporting

Submit comprehensive monthly reports detailing:

1. Feedback on information and transactional requirements of current and potential filers
2. Key decision points for international brand protection strategies 
3. Information on key decision-makers in target firms 
4. Obstacles preventing Madrid System use 
5. Follow-up plans and contacts made 
6. National and international trademark filing trend analysis 
7. Evidence of increased Madrid System interest/usage 
8. International trademark applications filed by companies engaged within past 12 months 
9. Summary of activities, travel, and expenditures 
10. Performance against quarterly KPIs

(e) User Support

• Act as focal point for Madrid System users in Japan, responding to queries in liaison with WJO colleagues and Madrid Registry customer support.

(f) Event Intelligence

• Inform WIPO of Madrid System-related events and activities in the country

3.    Reporting

The Contractor shall work under the coordination of the Communications and Information Manager of the Madrid Information and Promotion Division, Madrid Registry.

4.    Profile

• This professional shall be highly knowledgeable about national and international trademark registration and the Madrid System, and shall possess a minimum of five (5) years of relevant professional experience. In addition, they shall demonstrate the set of soft skills required for a successful role as a customer-facing WIPO consultant.
• University degree in law, business administration or related field.
• Experience in an IP Office or comparable working environment.
• Good knowledge of the business and administrative procedures of WIPO. the Madrid System notably, and the examination of trademark applications at the national and international levels.
• Capacity to act as a key account manager for Madrid System potential and major filers in Japan.
• Ability to explain the rules, regulations and procedures governing the area of work.
• Integrity in dealing with confidential and sensitive data.
• Excellent knowledge of Japanese and good command of English.

5.    Duration of contract and payment

The duration of the contract shall be from May 1 to December 31, 2026, and may be renewed based on performance, organizational needs, and budget availability, up to a maximum cumulative duration of 24 months at a 100% activity rate.

Compensation Structure:

• Base Honorarium: Determined based on the candidate’s qualifications and relevant professional experience.
• Performance Bonus: The Consultant may be eligible for a performance-based bonus calculated at a fixed rate of CHF 75 per eligible international trademark application filed above the established baseline.

Performance Bonus Calculation and Conditions:

• The baseline shall be defined as the five-year historical average of international trademark applications filed by the companies or law firms actively engaged or visited by the Consultant during the contract period.
• Only applications exceeding the established baseline will be considered eligible for bonus calculation.
• Eligibility is limited to applications filed by companies or law firms that were actively engaged or advised by the Consultant during the contract period.

Maximum monthly bonus: Up to 20% of the base honorarium.

Total maximum monthly earnings: Base honorarium plus maximum 20% performance bonus.

Performance Review: 

• Monthly and quarterly assessment of KPI achievement, including:
  • Number of meetings and consultations with high-potential law firms and corporate users.
  • Conversion of engaged prospects to active Madrid System users.
  • Participation in events, webinars, and promotional activities.
  • Quality of reports, case studies, and market intelligence contributions.
• Ongoing calculation of bonus eligibility throughout the contract period.
• Regular and/or consistent failure to meet minimum requirements may be considered a breach of contract, potentially entitling WIPO to terminate the contract.

Travel Arrangements:

The Contractor is expected to carry out missions across the country, and will be responsible for organizing his own travel arrangements for any missions directed or authorized by WIPO from the place of assignment.  These expenses will be covered by WIPO (Madrid Petty Cash).

6.    Non-disclosure of confidential information

In the course of their official duties, the Contractor may have access to confidential information, including information related to applications for intellectual property protection, business strategies of companies and law firms, and WIPO internal data and analytics.

The Contractor undertakes to not disclose or use any confidential information for personal gain or for any purpose other than the performance of their official duties.  They also have a duty to report any conflict of interest should one arise.

7.    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