Secretary

Geneva

Organization: WIPO - World Intellectual Property Organization
Location: Geneva
Grade: Administrative support - GS-3, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Administrative support
Closing Date: Closed

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE\: please note that the deadline for applications is indicated in local date and time.

1. Organizational context

a. Organizational Setting

The position is located in the General Staff Pool of the Department for Transition and Developed Countries. The Department for Transition and Developed Countries (TDC) acts as support for improving the participation of Central European and Baltic States and Mediterranean Countries, Central Asian, Eastern European and Caucasian Countries, Developed Countries, SMEs and Entrepreneurship Support Division, Non-Governmental Organizations and Industry Relations Section, in the international IP system in order to realize the social and economic benefits deriving from innovation and creativity. The TDC also coordinates promotion and delivery of WIPO services and programs.

The TDC areas of activity are covered by four Sections and one Division\: the Section for Central European and Baltic States and Mediterranean Countries, the Section for Central Asian, Eastern European and Caucasian Countries, the Section for Coordination of Developed Countries, the SMEs and Entrepreneurship Support Division, and the Section for NGOs and Industry Relations.

b. Purpose Statement

The incumbent is required to perform a variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit. He or she will be required to assist the professionals of the Department through the provision of varied secretarial tasks requiring reliability, sense of coordination, initiative and familiarity with the Organization’s activities, procedures and performs.

c. Reporting Lines

The incumbent will primarily assist the Head of the Section for NGOs and Industry Relations and the Director of the Department and works under the supervision of the Head of the TDC General Staff Pool.

d. Work Relations

2. Duties and responsibilities

The incumbent will perform the following principal duties\:

(a) Type in English correspondence, reports, technical cooperation project documents and other working documents; use of electronic word-processing equipment in connection with these duties; screening incoming mail (electronic and paper), preparing routine correspondence in English, checking and monitoring the records and documents produced by the Section;

(b) Edit and format the texts, reports and other documents to be disseminated, check compliance with Organizational procedures and the annexed documentation, etc.;

(c) Assist professionals in event planning via the relevant WIPO systems and tools, including the use of the WIPO electronic resource planning system known as AIMS.

(d) Assist in preparing conferences and meetings organized by the Section; prepare all correspondence extended to speakers, delegates and United Nations Development Program (UNDP) offices in each participating country; coordinate the preparation, follow-up, reproduction and sending of documents and publications; organize receptions financed by the Organization in this context;

(e) Maintain ongoing communications with visitors and staff members from other divisions and sectors; when requested, organize regular meetings with the Section; maintain office supplies;

(f) Interact professionally with visitors and staff; electronically manage the Section’s agenda regarding its internal and external activities;

(g) Responsible for the organization of the Section’s staff missions by carrying out all travel preparations; assist in the organization of international, trilateral or bilateral meetings; deal with the reservation of meetings rooms, equipment and catering;

(h) Create and maintain an electronic system for classification, filing and archiving of all documents generated or received in the Section

(i) General staff needs (arrange offices and equipment, computer, phone, furniture, etc., filing, end-of-year greetings, etc.);

(j) Perform other related duties as required.

3. Requirements

Education\:

Essential

Completed secondary education.

Experience

Essential

At least one year of relevant professional experience in the field of administrative and organizational duties.

Languages

Essential

Excellent knowledge of written and spoken English.

Desirable

Good knowledge of another UN language.

Knowledge, skills and competencies

Essential

Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the Internet.

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

Keen sense of organization, initiative, responsibility and accuracy.

Ability to use ERP systems.

4. Competencies

WIPO Core Competencies

1. Communicating effectively.

2. Respecting individual and cultural differences.

3. Showing team spirit.

4. Ability to manage one’s self.

5. Producing results.

6. Embracing change.

7. Respecting ethics and values.

This vacancy is now closed.
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