Secretary
Geneva
- Organization: WIPO - World Intellectual Property Organization
- Location: Geneva
- Grade: Administrative support - GS-4, 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 Internet Dispute Resolution Section
of the WIPO Arbitration and Mediation Center (within the Patents and Technology
Sector), which is a resource center for the resolution of intellectual property
disputes between private parties through methods other than court
litigation. The Internet Dispute
Resolution Section is responsible for the administration of domain name
disputes filed with the Center under different policies and various related
aspects of the Internet Domain Name System (DNS), as well as selected policy
developments as they relate to Internet dispute resolution.
b.
Purpose Statement
The incumbent is required to perform a variety of customary and
fast-paced/high-volume administrative transactions and office support functions
contributing to the smooth and efficient running of the Section. The incumbent interacts with a wide range of
colleagues within the Section and with immediate clients within the Organization
to provide routine administrative and office support services and with external
case filing parties.
c.
Reporting Lines
The incumbent works under the supervision of the Section Head.
2. Duties and Responsibilities
The incumbent will perform the following principal duties\:
a. Draft standard correspondence; using various software as
appropriate, process and format a variety of documents (official
correspondence, tables, reports, presentations, publications, etc.); proofread for accuracy, grammar, and
style; ensure adherence to corporate
standards; prepare and format documents
for publication on the Internet.
b. Input, retrieve, structure, and update information and data
into/from various sources; manage and update the Section's databases and
reporting systems, and monitor the status of related tasks.
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, plans, etc.
d. Sort, register, route, and process incoming correspondence; monitor and follow up on pending actions and
deadlines.
e. Initiate and follow up on administrative tasks in the
Organization's computerized systems (including inter alia financial, travel,
procurement, human resources), including preparing cost estimates.
f. Arrange appointments, receive visitors, place and screen telephone
calls, and respond to requests for information.
g. Provide office, administrative, and logistics support for
meetings, conferences, etc., including implementation of logistics, preparation
of invitation letters, compilation and distribution of working documents and
other materials; make travel and hotel
arrangements, prepare travel authorizations/claims and prepare cost estimates; take minutes of meetings.
h. Perform other related duties as required.
3. Requirements
Education (Essential)
Completed secondary education.
Experience (Essential)
At least three years of office support experience working in a
fast-paced and high-volume office environment with critical attention to
detail.
Language (Essential)
Excellent professional (reading, writing, spoken) knowledge of
English.
Language (Desirable)
Knowledge of French or Spanish.
Job Related Competencies (Essential)
Ability to learn and work within the applicable rules,
regulations and procedures.
Ability to learn and work within WIPO's corporate
computerized financial/travel/human resources systems and administrative
procedures and policies.
Must be a self-starter\: this includes the ability to prioritize work
assignments, organize own schedule, perform routine work independently, meet
deadlines, and work effectively in a team.
Ability to draft 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 ability to work with
databases and adapt quickly to new software.
Good communication and interpersonal skills and
ability to maintain effective working relations in a multi-cultural,
multi-ethnic environment with sensitivity and respect for diversity.
4. Organizational Competencies
1.
Communicating effectively.
2.
Showing team spirit.
3.
Demonstrating integrity.
4.
Valuing diversity.
5.
Producing results.
6.
Showing service orientation.
7.
Seeing the big picture.
8.
Seeking change and innovation.
9.
Developing yourself and others.
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