Office Assistant

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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 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.

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The Secretariat of the WTO is seeking to fill one office assistant position within the Market Access Division.

Functions of the Market Access Division

The Market Access Division handles matters related to WTO schedules of concessions and their modification, tariff negotiations, duty-free treatment for information technology products, quantitative restrictions, rules of origin, customs valuation, pre-shipment inspection, import licensing procedures and trade facilitation. The Division supports the Council for Trade in Goods (CTG), which oversees the work of all subsidiary WTO bodies handling trade in goods and six bodies dealing with specific Agreements (namely, the Committee on Market Access, the Committee of Participants to the Information Technology Agreement (ITA), the Committee on Customs Valuation which also handles Pre-Shipment Inspection, the Committee on Import Licensing Procedures, the Committee on Rules of Origin, and the Trade Facilitation Committee). It also conducts research and assists other divisions whenever expertise on these topics is sought, for instance in the context of dispute settlement cases and of technical assistance requests. In conducting several of these activities, the Division collaborates with other institutions, such as the World Customs Organization, the World Bank, the OECD, UNCTAD and the IMF.

Office Assistant - General Functions

Under the general direction of the Director and the supervision of the Divisional Coordinator and senior staff, the incumbent will undertake the following functions:

1.         Format, proof-read and check for accuracy a large volume of documents submitted by WTO Members related to Committees within the Market Access Division's area of competence such as notifications, confidential reports and other documents using in-house formatting-editing tools and rules in English mainly, but also in French and Spanish. Coordinate with registry entities for correct filing as well as with documents and translation services, ensuring timely circulation according to strict deadlines and sometimes under pressure.

2.         Coordinate logistical and preparatory arrangements for committee meetings, consultations, trainings, workshops, hearings and related events, including room bookings, documentation preparation, drafting and circulation of convening notices, and official communications, while ensuring on-site and virtual support to participants throughout the events.

3.         Keep skills up-to-date, remain abreast of and participate in the development of new office procedures, internal platforms and softwares.

4.         Carry out any other necessary tasks as assigned by supervisors or the Director and provide back-up support in the absence of other office assistants.

REQUIRED QUALIFICATIONS

Education

Completed secondary education or equivalent technical or commercial school. Additional certifications in office management, processing documents or organization of events would be an advantage.

Work Experience

Three to four years relevant experience working as an office assistant, preferably in an international organization, government ministry or legal office.

Knowledge and Skills

Technical Knowledge and Skills:

Strong capacity to handle large workloads efficiently while maintaining accuracy;

Proficiency in Microsoft Office suite MS Word particularly and ability to format documents according to set guidelines;

Proficiency in scheduling and hosting official virtual meetings;

Knowledge of and experience in handling Document Management Systems and Meeting applications;

Curiosity and interest to keep abreast of latest developments in technology and AI tools.

Behavioural Skills:

Excellent organizational skills and close attention to detail;

Ability to multitask and handle a large volume of work accurately, under pressure and within strict deadlines;

Demonstrate tact, discretion, and remain calm under pressure;

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

Demonstrate fast learning and effective knowledge application;

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

Thrive as a member of a team.

Organizational Competencies

Core Competencies:

• Communicating for Results

• Effective Collaboration

• Cultivating Progressive Growth

• Professional Accountability

• Relevant Digital Proficiency

• Diversity, Equity, and Inclusion

Languages

Excellent knowledge of English and good knowledge of French and/or Spanish is also required.

Additional Information

This is a full-time position with normal working hours (approx. 8:30 AM to 5:30 PM). Flexibility to undertake occasional overtime is required. Presence in the office prevails over teleworking during peak periods and as needed.

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.

The initial fixed-term contract for positions up to grade 10 shall normally be two years, which shall be probationary, as per Administrative Memorandum No. 997 (OFFICE(23)/4) on Probation Policy. For Director positions, the Policy on evaluation of directors apply as per Administrative Memorandum No. 978 (OFFICE(17)/29).

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. 

The WTO is a non-smoking environment.