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.
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