Secretary

Rio de Janeiro

Organization: WIPO - World Intellectual Property Organization
Location: Rio de Janeiro
Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Administrative support
Closing Date: Closed

1. Organizational Context

(a) Organizational Context

The post is located in the WIPO Brazil Office (WBO). This Office is responsible for effective delivery of WIPO’s products and services including development oriented services to appropriate Member States and other stakeholders. The WBO is part of a network of External Offices (EOs) that add clear value, efficiency and effectiveness to the delivery of strategic goals of the Organization in a coordinated and complementary way with WIPO Headquarters (HQ).

(b) Purpose Statement

The incumbent is required to carry out a range of general administrative and office support functions.

(c) Reporting Lines

The incumbent works under the supervision of the Regional Director of WBO.

2. Duties and Responsibilities

The incumbent will perform the following principal duties\:

(a) Provide administrative support for program implementation activities, liaise with organizational units at headquarters to initiate requests, obtain necessary clearances, process and follow up on administrative actions.

(b) Compile, summarize and present general information on program and related issues; respond to general information requests and inquiries concerning the activities of WBO and WIPO; process users inquiries received through the Round-the-Clock Customer Service and forward more complex issues to supervisor for follow up.

(c) Provide administrative and logistical support to seminars, workshops, conferences, symposia and training programs (including preparing budgets, arranging travel, drafting administrative correspondence, preparing relevant documentation).

(d) Draft administrative correspondence and process administrative forms using the related software and office tools.

(e) Monitor status of activities under funds in trust allocated to WIPO by Brazilian institutions and compile data for the preparation of periodic reports on status of funds in accordance with established financial rules; prepare related administrative correspondence and forms.

(f) Transmit mediation and arbitration requests received by WBO to the WIPO Arbitration and Mediation Center (AMC).

(g) Update and maintain the WIPO website.

(h) Perform other related tasks as necessary.

3. Requirements

Education

Completion of secondary education with relevant diploma. A first-level university degree in public administration, accounting, finance or a related field may be accepted in lieu of two years of experience.

Experience

At least three years of relevant work experience.

Language (Essential)

Excellent (write and spoken) knowledge of Portuguese and English.

Language (Desirable)

Knowledge of other official UN languages, particularly Spanish.

Skills and Competencies (Essential)

Ability to perform a broad range of administrative functions.

Ability to compile financial data for reporting purposes.

Ability to work with the rules, regulations and procedures governing the area of work.

Good communication skills, both oral and written.

Good IT skills. Confident user of Microsoft Office applications (e.g. Word, Excel, Outlook, PowerPoint) and the Internet.

Ability to work to pre-defined deadlines in an organized and logical manner while maintaining meticulous attention to detail.

Excellent communication, presentation and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.

4. Competencies

WIPO Core Competencies