Secretary FIT/Japan

(a)        Organizational Setting

The position is located in the Copyright Development Division, Culture and Creative Industries Sector.  The Copyright Development Division is responsible for the provision of technical assistance and capacity building programs and projects for developing countries in the field of copyright and related rights and for coordinating the interface of the WIPO Culture and Creative Industries sector with developing country member states in the field.  The aim is to help these countries in using the copyright system to extract greater economic value from their cultural and other creative works. 

(b)       Purpose Statement

The incumbent assists the Officer in charge of the Fund-in-Trust (FIT) of Japan in the area of copyright and the Director in discharging responsibilities in the implementation of activities under FIT Japan.  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. 

(c)        Reporting Lines

The incumbent works under the direct supervision of the Officer in charge of the Fund-in-Trust (FIT) of Japan and the overall supervision of the Director of the Copyright Development Division. 

(d)       Work Relations

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

The incumbent performs the following principal tasks\:

(a)      Text process and format, using appropriate software, a variety of documents (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. databases, Intra-/Internet, office files, etc.);  present results in standard 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 the Division as required.

Education

          Essential

Completion of secondary education, with relevant diploma, or equivalent educational background;

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 or Spanish, as well as Japanese. 

Knowledge, skills and 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 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. 

WIPO Core 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.