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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.


This vacancy is now closed.
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