Secretary I

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

The post is located in the PCT International Cooperation Division. This Division is responsible for the development and implementation of cooperation activities vis-à-vis Offices of PCT Member States in their capacities as Receiving Offices, International Searching and Preliminary Examining Authorities, and Designated and Elected Offices, with a view to contributing to the efficient functioning of the PCT system and promoting a better understanding of the PCT and the patent system among Offices’ staff, practitioners and users, covering inter alia operational, technical, procedural, legal and training activities. 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. The incumbent interacts with a wide range of colleagues within the work unit and with immediate clients within the Organization to provide routine administrative and office support services and with officials outside the Organization to exchange standard information. The incumbent works under the supervision of the Director of PCT International Cooperation Division.

The incumbent performs the following principal tasks\:

(a)    Draft standard correspondence; text process and format, using appropriate software, a variety of documents (official correspondence, tables, reports, presentations, publications, etc.); proofread for accuracy, grammar and style and ensure adherence to corporate standards; may prepare and format documents for Internet publication.

(b)    Input, retrieve, structure and update information and data into/from various sources; manage and update the work unit’s databases, websites and management reporting systems and monitor the status and completion of workplans.

(c)    Set up and maintain office files and reference systems according to applicable procedures; research, compile and organize information and reference materials from various sources for reports, correspondence, program plans.

(d)    Sort, register, route and process incoming mail and correspondence; monitor and follow up on pending actions and deadlines.

(e)    Initiate and follow up on administrative tasks in the computerized financial/travel/ procurement/human resources systems, including the administrative processing of consultants' contracts, vacancy announcements, travel authorizations, purchase requisitions, etc.

(f)     Arrange appointments; receive visitors, place and screen telephone calls and respond to routine requests for information.

(g)    Provide office, administrative and logistics support for meetings, committees, conferences, etc., including implementation of logistics, preparation of invitation letters, text processing, compilation and distribution of working documents and other material; make travel and hotel arrangements, prepare travel authorizations/claims for staff/participants and prepare cost estimates; take and prepare minutes and/or notes of internal meetings.

(h)    Calculate and prepare standard cost estimates, e.g. printing requirements, consultancies, travel); keep track of the budget/expenditure of the Unit/Section.

(i)     Perform other related duties as required.

Education

         Essential

Completion of secondary education.

Experience

         Essential

At least three years of office support experience.

Desirable

Experience working with an ERP system.

Languages

         Essential

Excellent knowledge of English and knowledge of French.

Desirable

Knowledge of other official UN languages.

Job-related competencies

Essential

       Ability to work within the applicable rules, regulations and procedures.

Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines; ability to work effectively in a team.

Ability to draft routine correspondence and correct documents in accordance with established standards and requirements; accuracy and ability to pay attention to detail.

Competent user of Microsoft Office applications including Word, Excel, Outlook and PowerPoint and the internet, and the ability to work with databases and adapt quickly to new software.

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

1.  Communicating effectively.

2.  Respecting individual and cultural differences.

3.  Showing team spirit.

4.  Managing yourself.

5.  Producing results.

6.  Embracing change.

7.  Respecting ethics and values.

Mobility\:  Candidates appointed to a position with WIPO are subject to mobility and may be assigned to any activity of the Organization.

Annual salary (Net of tax)\:  67,497 CHF

Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

Additional Information

Initial period of one year, renewable, subject to satisfactory performance.  No fixed-term appointment or any extension hereof shall carry with it any expectancy of, nor imply any right to, (further) extensions or conversion to a permanent appointment.

Dependency allowances

7,939 CHF per year for dependent spouse;  6,398 CHF per year for each dependent child.

Language allowance

Arabic, Chinese, English, French, German, Japanese, Korean, Portuguese, Russian and Spanish\: 4,788 CHF per year for two of these languages, and 3,192 CHF per year for one of them.  The allowance is not payable for the mother tongue or the main working language of the staff member.  The grant of this allowance is subject to examination.  

General Service posts are subject to local recruitment.  Staff in the General Service category is recruited in the host country or within reasonable commuting distance of the Headquarters.

This vacancy announcement may be used to fill other posts at the same grade with similar functions in accordance with Staff Rule 4.9.5.

Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.

The Organization reserves the right to make an appointment at a grade lower than that advertised.

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By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.

In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link\: http\://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.

Additional testing/interviewing may be used as a form of screening.  Initial appointment is subject to satisfactory professional references.

Additional background checks may be required.