Office and Notifications Assistant

VN Category (INT / EXT / EOI):

Job Category:

This is an external vacancy notice open to external candidates and WTO staff. It is posted on the WTO internal as well as external career site. Eligible WTO staff on short-term, fixed-term or regular contracts and interns must apply through the Workday internal career site.

This is a Fixed-term contract funded through the regular budget. The duration will be two years with the possibility of extension, unless specified in the vacancy notice.

The recruitment policy of the WTO is to seek to attract and retain staff members offering the highest standards of competence, efficiency and integrity. As an Equal Opportunities Employer, the WTO gives full regard to merit and diversity.

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The Secretariat of the WTO is seeking to fill the position of Office and Notifications Assistant in the Rules Division.

The Rules Division is responsible for all aspects of WTO work, legal and technical, in the areas of trade remedies (anti-dumping, countervailing and safeguard measures), subsidies, trade-related investment measures (TRIMS), civil aircraft, and state trading enterprises. The Rules Division facilitates and actively assists in negotiations, consultations and monitoring tasks, provides legal and other assistance to dispute settlement panels considering disputes, and provides implementation assistance, counselling and expert advice to WTO Members, in each of these areas.

General Functions

Under the supervision of the Divisional Coordinator, and working in direct contact with the Committee Secretaries and other professional staff of the division, the incumbent will have the following responsibilities:

1.         Edit and process a large volume of time-critical, sensitive, complex and lengthy documents submitted by WTO Members to the Committees and other WTO bodies within the Rules Division's area of competence. The documents include inter alia notifications of subsidies and trade remedies legislation and actions, that comprise text, charts, graphics, and tables. This work involves extensive formatting and proofreading, requiring a high level of accuracy under time constraints. The incumbent thus must have (or acquire within a short period) a good understanding of the documents series managed by the division and familiarity with the division's substantive work. The incumbent will work closely with the Language and Documentation Services Division (LDSD) to ensure the accurate registration, timely circulation and delivery of translations by established deadlines.

2.         Provide substantial secretarial, administrative, and logistical support in the preparation of and during meetings of the Committees and other WTO bodies within the division's area of competence. Provide assistance in the meeting rooms, and liaise with the supporting divisions as well as outside providers to ensure the smooth technical functioning of the meetings, including where virtual technology is used. Keep skills up-to-date with regards to videoconferencing tools.

3.         Perform a full range of tasks based on instructions from the trade remedies notifications and data team. Provide back-up support during the Notifications Coordinator's absence.

4.         Undertake other necessary tasks based on instructions from the Director and supervisor.

REQUIRED QUALIFICATIONS

Education

Completed secondary education. Additional education or training involving communication, computer applications and/or data management, in English, is required.

Knowledge and Skills

Technical Knowledge and Skills:

Ability and experience in formatting and editing complex, lengthy documents and text according to strict guidelines; familiarity with Rules Division documents is an asset.

Excellent knowledge of and skills in Microsoft Office suite (Word, Excel, PowerPoint, Teams) and other softwares such as for co-authoring (Sharepoint or similar); knowledge of internal applications such as the Document Management System (DMS) and Documents Online is an asset.

Excellent command of and proven experience with hosting remote official meetings with virtual meeting platforms (Interprefy, Webex, and Zoom).

Capability to work with data and databases.

Knowledge of the operation of the bodies serviced by the Rules Division will be a distinct advantage.

Behavioural Skills:

Excellent organizational skills and a good eye for detail.

Ability to handle a large volume of work accurately, under pressure and time constraints.

Demonstrate tact and discretion at a high standard and remain calm under pressure.

Adhere to set rules of conduct, so as to ensure confidentiality, impartiality and an absence of conflicts of interest.

Capability to work as part of a team, as well as independently.

Willingness to learn and take on new tasks.

Capability to build and maintain relationships with colleagues in a diverse international setting.

Capability to take appropriate initiative within established limits.

Work Experience:

Three to four years' relevant work experience, of which preferably one in an international organization.

Languages:

Excellent English both oral and written (minimum C1 level according to the Common European Framework of Reference for Languages (CEFR)). Working knowledge of a second WTO working language (French or Spanish) is required.

Additional Information:

This is a full-time position, for which being on duty during normal working hours (approx. 8:30 AM to 5:30 PM) is required.

Additional Information:
 
Only applications from nationals of WTO Members will be accepted. 

The recruitment process will be undertaken as per Administrative Memorandum No. 976 (OFFICE(16)/15) on Staff Promotions and external recruitment through Vacancy Notices.

For non-entry level positions, the position may be offered at a lower grade if the selected candidate does not fully meet all the required qualifications. 

The initial fixed-term contract shall be two years, which shall be probationary, as per Administrative Memorandum No. 997 (OFFICE(23)/4) on Probation Policy.

The WTO may use various communication technologies such as video or teleconference for the assessment and evaluation of candidates. The recruitment process may also involve the use of various forms of testing, assessment centres, interviews and reference checks. 

Applicants may be required to sit a written examination. 

Applicants will be contacted directly if selected for an interview. 

Candidates not selected whose performance in the selection process nevertheless shows them to be suitable for a similar position may be kept on a roster for up to 24 months, and may subsequently be called upon as and when the need arises for additional resources.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the closing date – Geneva (Switzerland) time – stated in the vacancy announcement. 
PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE CLOSING DATE WILL NOT BE ACCEPTED. 
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