Operations Officer

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The WTO seeks to attract and retain staff members offering the highest standards of competence, efficiency and integrity and to build an organization that is representative of the Members and People it serves. As an equal opportunity and inclusive employer, the WTO gives full regard to competence and welcome applications from qualified candidates irrespective of age, disability status, gender, nationality, race, religion, sexual orientation, social origin or any other characteristic. Applications from non-represented Members (link) are particularly encouraged for all positions.

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 extra-budgetary trust funds. The duration will differ depending on the relevant trust fund, subject to availability of funds and incumbent's level of performance.

The Secretariat at the WTO is seeking to fill the position of Operations Officer in the Fish Fund Secretariat.

The contract duration is two years with the possibility of extension subject to availability of funds and the incumbent's level of performance.

Presentation of the Division and Section

The WTO Fisheries Funding Mechanism Trust Fund (the Fish Fund) is a unique partnership housed at the World Trade Organization (WTO), bringing together the expertise and resources of the Food and Agriculture Organization of the United Nations (FAO), the International Fund for Agricultural Development (IFAD), and the World Bank. This innovative collaboration aims to support eligible developing and least-developed country (LDC) WTO Members in implementing the historic Agreement on Fisheries Subsidies, which entered into force on 15 September 2025.

The Fish Fund is a voluntary funding mechanism established to assist developing and least-developed country (LDC) WTO Members that have accepted the Agreement on Fisheries Subsidies, providing crucial support for capacity building, technical assistance, and institutional strengthening.

With the Agreement now in force and the Fish Fund fully operational, this is an exciting moment in the global effort to address harmful fisheries subsidies and promote the long-term sustainability of marine resources.

This is a significant opportunity to make a positive impact on WTO Members' effective implementation of the Agreement on Fisheries Subsidies and contribute to a more sustainable future for our oceans.

General Functions

Under the supervision of the Head of the Fish Fund Secretariat, the Operations Officer contributes to the efficient and well-coordinated functioning of the Secretariat across operational, financial, governance, and grant management activities.

Key Responsibilities

• Coordinate the operational and administrative functioning of the Secretariat in collaboration with WTO Finance, HR, Procurement, and General Services.
• Manage application, project, and grant workflows across the portfolio, ensuring accurate tracking, complete and up-to-date documentation, and status monitoring throughout the project lifecycle.
• Oversee contracting processes with implementing entities and service providers, maintaining clear records of contractual obligations, deliverables, and milestones.
• Support financial administration of the Fish Fund Trust Fund, including budget preparation, expenditure monitoring, disbursement tracking, and financial reporting.
• Maintain complete, organised, and accessible portfolio documentation, including project files, correspondence, and reporting materials.
• Prepare and present governance documentation and reporting for the Steering Committee and Technical Subcommittee, including agendas, minutes, briefings, portfolio overviews, and action tracking.
• Proactively consolidate monitoring and reporting information across projects to support timely delivery of all governance, institutional, and donor reporting.
• Develop and maintain standardised templates, tools, and documentation formats to strengthen consistency and efficiency across the grant portfolio.
• Produce high-quality presentations, briefing materials, and communications content for governance meetings, donor engagement, outreach activities, and the Fish Fund website.
• Contribute to the continuous identification of operational and process improvements, and propose solutions to strengthen operations, streamline processes, and improve workflows in an evolving Secretariat environment.
• Proactively and persistently follow up with applicants, grantees, and internal WTO services across time zones to ensure timely execution of all operational processes.
• Build and maintain productive working relationships with colleagues across WTO services and with external partners to facilitate smooth operations, effective coordination, and timely problem-solving.

Technical knowledge and skills

• Strong operational and administrative management expertise, including proven experience in grant and contract management, procurement processes, and financial tracking in an international or development context.
• Very good understanding of budget preparation, expenditure monitoring, disbursement processes, and financial reporting, with a keen eye for detail and accuracy.
• Proven ability to design, implement, and maintain efficient workflows, tracking systems, and comprehensive documentation standards.
• Solid working knowledge of contracting processes in an international organisation or development cooperation context, including management of deliverables and compliance requirements.
• Expert proficiency in Excel and strong command of data analysis, compilation, and management of datasets, reporting and visualization tools.
• Excellent drafting, reporting, and presentation skills, with the ability to produce clear and compelling operational reports, financial summaries, governance documentation, and visually engaging materials of consulting-level quality.
• Good understanding of international development cooperation and the operational requirements of multilateral organisations or trust funds, coupled with a strong drive for continuous process improvement.

Behavioural skills

• Exceptional reliability and strong sense of ownership for maintaining smooth operational processes and ensuring timely progression of activities across multiple stakeholders and time zones.
• Meticulous attention to detail and unwavering commitment to accuracy in financial, contractual, and administrative documentation. High level of autonomy and strong ability to organise and prioritise work in a fast-paced environment. Strong process orientation, with the ability to identify opportunities to improve systems, standardise procedures, and enhance efficiency.
• Maturity, discretion, and sound judgment in handling sensitive information. Upholds the highest standards of professionalism and integrity.
• Strong interpersonal and coordination skills, enabling effective collaboration across teams, services, and external partners. Builds positive relationships and navigates complexity to drive results.
• Excellent communication skills, both written and oral. Articulate, precise, and persuasive in conveying operational needs and solutions.
• Adaptability and flexibility to work effectively in an evolving institutional context. Embraces change and maintains a positive, solution-oriented approach.
• Strong work ethic and a "get it done" mentality with the ability of working autonomously. Needs to take pride in delivering high-quality work on time, every time.

Organisational Competencies

Core Competencies:

• Communicating for Results
• Effective Collaboration

• Cultivating Progressive Growth

• Professional Accountability

• Relevant Digital Proficiency

• Diversity, Equity and Inclusion

Work Experience

• Minimum of three years of relevant experience in operational or administrative management in an international organisation, development agency, or trust fund setting.
• Proven track record in grant administration, contract management, or financial management of development cooperation programmes.
• Experience coordinating with institutional support services such as finance, procurement, and human resources.
• Experience producing professional presentations and communications materials.
• Experience in fisheries, marine, or environmental programmes would be an advantage.

Languages

• Excellent knowledge of English.
• Oral and written knowledge of at least one of the other WTO working languages (French or Spanish) is required.
• Ability to deliver presentations in English, French and/or Spanish.