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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:
  • 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 post is located in the Office of the Legal Counsel (OLC), Office of the Director General and Related Programs.  OLC is responsible for providing legal advice and assistance to the Director General, to the bodies of WIPO Member States and to the Secretariat on constitutional, administrative, contractual, public international and general legal matters, and in respect of the depository functions of WIPO-administered treaties, consistent with statutory requirements and applicable law.   

 

(b)       Purpose Statement

 

The incumbent is required to perform a variety of administrative, secretarial and office support functions contributing to the smooth and efficient running of OLC.  

 

(c)        Reporting Lines

 

The incumbent works under the supervision of the Deputy Legal Counsel.

 

(d)       Work Relations

 

The incumbent interacts with a variety of colleagues from within OLC to exchange routine information and provide standard office support services, as well as with staff outside the immediate work unit and outside the Organization to obtain/give information closely related to the assignment.

 

2.         Duties and responsibilities

 

The incumbent performs the following principal tasks\:

(a)      Draft basic correspondence; process and format text, using appropriate software, for a variety of documents (official correspondence, tables, reports, presentations, publications, etc.) in line with corporate standards; proofread drafts, photocopy, collate and distribute completed documents. 

(b)      Input, retrieve, structure and update selected information and data into/from various sources (e.g. treaty publications, case files, databases, Intra-/Internet, office files, etc.); present results in requested format. 

(c)      Set up and maintain office files and reference systems according to established procedures; assemble files for meeting purposes according to specific instructions. 

(d)      Sort, register and route incoming mail and correspondence.

(e)      Receive and refer telephone calls and visitors; respond to routine requests for information; arrange appointments and meetings; prepare information files for supervisor.

(f)       Initiate, view and track a variety of administrative transactions in the computerized financial / travel / procurement / human resources systems.

(g)      Provide logistics support for meetings, workshops and other events; make travel and hotel arrangements; collect travel documents. 

(h)      Perform other related duties as required.  

(i)        Perform other secretarial and administrative tasks of OLC as required.

3.         Requirements

Education

          Essential

Completion of secondary education.   

Experience

          Essential

At least one year of general office support work experience.

Desirable

Experience working with an ERP system.

Languages

          Essential

Excellent knowledge of written and spoken English. 

Desirable

Knowledge of other official UN languages, especially French. 

 

Job-related competencies

Essential

Ability to organize own work and prioritize assignments, under the guidance of the supervisor; ability to work as part of a team. 

Accuracy and ability to pay attention to detail. 

Ability to convey verbal information effectively and in an appropriate manner.  

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. 

4.         Competencies

 

 

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.

 

 

 

5.         Information

 

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)\:  61,879 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.

 

___________________________________________________________________

 

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.

This vacancy is now closed.
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