Assistant

 

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 Lisbon Registry of the Brands and Designs Sector. This Division is responsible for all aspects of the administration of the International Registry of the Lisbon System, its future development as well as for promoting its use.

 

The incumbent is required to carry out all administrative tasks pertaining to the maintenance of the Lisbon Registry, as well as providing administrative support for meetings of Lisbon Union members, outreach and training activities.

 

The incumbent works under the supervision of the Director of the Lisbon Registry.

 

 

 

The incumbent performs the following principal tasks\:

 

(a)      Examine formality requirements of standards international applications in the three working languages of the Lisbon System, ensuring conformity with applicable rules; process and check international applications and other transactions relating to the Lisbon Registry, including related documents for completeness; forward more complex examination formalities to the supervisor.

(b)      Prepare and transmit notifications to Contracting Parties of new international registrations, modifications to international registrations, refusals and other transactions within established deadlines; input data into the electronic Register; process information into the external database of the Lisbon Registry; maintain the archiving systems of the Lisbon Registry.

(c)      Coordinate and provide administrative and logistical support for meetings, conferences, workshops and other events, including\: room reservation, travel and accommodation arrangements, equipment, preparing and dispatching related memoranda and invitations, processing related administrative forms and following up on administrative actions, including translation and publication.

(d)      Provide administrative support to information and outreach activities designed to promote knowledge and understanding and to expand the geographical coverage of the Lisbon System; update informative, promotional and training material.

(e)      Respond in a timely manner to general inquiries on the activities of the work unit, including formalities processing and established procedures, referring more complex issues to appropriate staff for follow-up; administer generic mailboxes.

(f)       Prepare and draft official, routine and non-routine administrative correspondence and invitation letters; use standard software to produce a wide variety of large, complex documents and reports; review and correct correspondence and reports for format, spelling, grammar and style in accordance with applicable WIPO guidelines and standards; provide informal translations; compile information on work unit activities for reporting purposes; prepare briefing materials for supervisors for missions and meetings.

(g)      Maintain the work unit’s filing and archiving systems, including for the Lisbon Registry; review the efficiency and make recommendations for improvements, including on the automation and procedures of the Lisbon System; update websites, databases and other information management systems; gather, consolidate and present information/data on specific topics.

(h)      Perform other related duties as required.

 

 

 

Education

          Essential

Completion of secondary education.

Experience

         Essential

At least five years of office support experience. Experience working with an ERP system.

Desirable

Experience working in an international and IP environment.

 

Languages

          Essential

Excellent knowledge of English or French and good knowledge of the other language.

Desirable

Knowledge of other official UN languages, preferably Spanish.

 

Job-related competencies

Essential

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

         Ability to analyze information, identify problems and propose solutions.

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.

Desirable

Knowledge of the Lisbon System.

 

 

 

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\:  WIPO staff members are international civil servants subject to the authority of the Director General and may be assigned to any activities of the Organization.  Accordingly, the selected candidate may be required to move from time to time to new functions.

 

Annual salary (Net of tax)\:  73,876 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.