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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 Development Agenda Coordination Division.

The Division is responsible for coordinating the implementation of the WIPO Development Agenda. The Division serves as the Secretariat for the Committee on Development and Intellectual Property (CDIP), and facilitates its work in defining actions for the implementation of the Development Agenda recommendations and review of their implementation.  For this purpose, the Division also interfaces with internal and external stakeholders and promotes a better understanding of the WIPO Development Agenda and its benefits.

 

 

b.    Purpose Statement

 

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 Division.

 

 

c.    Reporting Lines

 

The incumbent works under the supervision of the Director of the Division

 

 

d.    Work Relations

 

The incumbent interacts with a wide range of colleagues within the work unit and with immediate clients within the Organization to provide routine administrative and office support services and with officials outside the Organization to exchange standard information.

 


2.      Duties and Responsibilities

 

The incumbent will perform the following principal duties\:

 

a.   Draft standard correspondence; text process and format, using appropriate software, a variety of documents (official correspondence, tables, reports, presentations, publications, etc.); proofread for accuracy, grammar and style and ensure adherence to corporate standards; may prepare and format documents for Internet publication.

 

b.   Input, retrieve, structure and update information and data into/from various sources; manage and update databases and management reporting systems and monitor the status and completion of workplans.

 

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, program plans

 

d.   Sort, register, route and process incoming mail and correspondence; monitor and follow up on pending actions and deadlines.

 

e.   Initiate and follow up on administrative tasks in the computerized financial/travel/ procurement/human resources systems, including the administrative processing of consultants' contracts, vacancy announcements, travel authorizations, purchase requisitions, etc.

 

f.    Arrange appointments; receive visitors, place and screen telephone calls and respond to routine requests for information.

 

g.   Provide office, administrative and logistics support for meetings, committees, conferences, etc., including implementation of logistics, preparation of invitation letters, text processing, compilation and distribution of working documents and other material; make travel and hotel arrangements, prepare travel authorizations/claims for staff/participants and prepare cost estimates; take and prepare minutes and/or notes of internal meetings

 

h.   Calculate and prepare standard cost estimates, e.g. printing requirements, consultancies, travel);  keep track of the budget/expenditure of the Division.

 

i.    Perform other related duties as required

 

 

3.      Requirements

 

 

Education (Essential)

Completion of secondary education

 

 

Experience (Essential)

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

 

 

Language (Essential)

Excellent knowledge of written and spoken English

 

Language (Desirable)

Knowledge of other official UN languages.

 

Job Related Competencies (Essential)

Ability to work within the applicable rules, regulations and procedures

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 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 quickly adapt 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.      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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