Administrative Coordinator and Divisional Support

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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 a temporary contract to cover for a staff member on parental leave, and candidates should ideally be available from the beginning of July 2026 until January 2027.

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 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

This is a role focused on enabling the smooth and effective functioning of the Fish Fund Secretariat by ensuring strong coordination, well-managed information flows, and high-quality administrative support. It contributes to the integrity and efficiency of grant management and governance processes, while supporting engagement with donors, partners, and internal stakeholders. The position plays a key role in maintaining organized systems, facilitating collaboration, and underpinning the Fish Fund Secretariat's operational and communication needs.

1. Administrative & Coordination Support: Provide comprehensive administrative and secretarial support, including managing files, procedures, shared inboxes, and day-to-day office operations.

2. Correspondence & Communication: Draft, proofread, and coordinate internal and external communications in English, French and/or Spanish; ensure timely follow-up and effective information flow across teams and stakeholders.

3. Grant & Financial Administration: Support grant processing and contract workflows, maintain portfolio tracking tools, and ensure accuracy through document reconciliation and financial coordination.

4. Meetings & Governance Support: Organize and service Steering Committee meetings, including logistics, documentation, minute-taking, and follow-up on decisions.

5. Reporting & Documentation: Assist in preparing reports, briefing materials, presentations, and other internal and external communications.

6. Donor & Stakeholder Support: Contribute to donor communications and coordination, including verification of financial information.

7. HR & Travel Coordination: Support recruitment processes as needed and manage travel arrangements for staff, Steering Committee members, partners attending Fish Fund related events and meetings.

8. Web & Content Management: Maintain and update web content and support the production of external communication materials.

REQUIRED QUALIFICATIONS

Education:

Completed secondary education and/or equivalent secretarial or commercial studies. A post-secondary qualification or equivalent professional certification in administration, international relations, or a related field would be an asset, given the complexity of the grant administration and multilateral governance environment in which this role operates.

Knowledge and skills:

Technical knowledge and skills:

• Proven advanced knowledge of Microsoft Office, in particular Word and Excel, including the use of Excel for tracking, data management, and reporting purposes.

• Experience preparing, formatting, and updating PowerPoint presentations and other materials to support meetings, briefings, and internal and external communications.

• Demonstrated ability to manage multiple inboxes and shared mailboxes, ensuring timely follow-up, appropriate filing, and clear coordination across teams.

• Advanced filing and record-keeping skills, including the use of relevant software or platforms; experience with document version control is an asset.

• Solid understanding of administrative processes in an international organisation or multilateral setting, including financial and procurement procedures.

• Experience with grant contract processing or project administration, including tracking financial commitments and producing financial reports, would be a considerable asset.

• Knowledge of website content management, including uploading and maintaining content, ensuring accuracy and consistency, and coordinating updates with relevant teams.

• Experience supporting formal governance processes, including the preparation of agenda, meeting papers, and minutes, would be an advantage.

• Ability to summarize complex and voluminous information and compile and present facts and data in usable formats.

Behavioural skills:

• Ability to exercise tact and discretion and to maintain confidentiality, including in relation to sensitive HR, financial, and governance matters.

• Strong organisational skills and attention to detail, including demonstrated ability to manage multiple priorities simultaneously and meet deadlines in a fast-paced environment.

• Good oral and written communication skills, with the ability to draft clearly and concisely in a professional multilateral setting.

• Ability to build and maintain effective working relationships with colleagues across divisions and with external partners and stakeholders.

• Proactive, self-organised working style with the ability to work independently and manage workload without close supervision.

Work experience:

• At least five years of relevant working experience in an administrative, secretarial, or coordination role, preferably in an international organisation or multilateral setting. Experience with grant administration, project management support, or financial tracking is considered a significant asset.

Languages:

• Excellent English is required, with French or Spanish at the same level, with particular emphasis on sound drafting skills.

• Proficiency in all three WTO working languages - English, French and Spanish - would be a significant advantage.

Additional Information:
 

Only applications from nationals of WTO Members will be accepted.

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.

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.

The WTO is a non-smoking environment.