Secretary

 

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE\:  please note that the deadline for applications is indicated in local date and time.

 

 

a.         Organizational Setting

 

The post is located in the Global Challenges Division, whose objective is to strengthen WIPO's position as the leading intergovernmental forum for addressing the intersection between intellectual property and global public policy issues. The Division engages substantively with other UN and intergovernmental organizations, the private sector and civil society in order to lead and inform policy deliberations. It develops practical contributions to demonstrate the benefits of intellectual property in the search for solutions to major challenges facing humanity, including global health, climate change, biodiversity and food security.

 

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 work unit.

 

c.         Reporting Lines

 

The incumbent works under the supervision of the Director of the Global Challenges Division.

 

d.         Work Relations

 

The incumbent interacts with a wide range of colleagues within the Division and the wider Sector to provide routine administrative and office-support services, as well as with colleagues from across the Organization.  The incumbent also interacts with officials outside the Organization to exchange standard information and arrange participation in a variety of activities, including events organized by the Global Challenges Division.

 

 

The incumbent will perform the following principal duties\:

 

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

 

b.   Work with colleagues to produce the Division's work plans, programs and budgets; retrieve, structure and update information and data into/from various sources; manage and update the work unit's registries and management reporting systems, and monitor the status and completion of work plans;

 

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, and 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, staff travel, etc., including implementation of logistics, preparation of invitation letters, text processing, compilation and distribution of working documents and other materials;  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 as requested;

 

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

 

i.    May distribute work to temporary/junior support staff in the work unit with prior approval of Division Director, explaining work methods, assisting with routine problems and checking work in progress to ensure compliance with applicable administrative rules and regulations;

 

j.    Perform other related duties as required.

 

 

 

Education

Essential

Completion of secondary education.

 

Experience

Essential

At least three years of office support experience.

 

Desirable

Experience working with an ERP system.

Secretarial experience in a UN agency.

 

Language

Essential

Excellent knowledge of written and spoken English or French.

 

Desirable

Knowledge of other official UN languages.

 

Job Related Competencies

Essential

Ability to draft routine correspondence and correct documents in accordance with established standards and requirements; accuracy and attention to detail.

Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines; ability to work effectively in a team.

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.

High degree of personal commitment to excellence and dependability.

Ability to remain calm under pressure and use good judgment.

Excellent organizational skills.

Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the internet.

 

Desirable

Ability to work within the applicable rules, regulations, policies and procedures.

 

 

 

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.

 

 

 

Mobility\:  WIPO staff members are international civil servants subject to the authority of the Director General and may be assigned to any activities of the Organization. Accordingly, the selected candidate may be required to move from time to time to new functions.

 

Annual salary (Net of tax)\:  67,923 CHF

 

Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

 

Additional Information

 

Initial period of one year, renewable, subject to satisfactory performance.  No fixed-term appointment or any extension hereof shall carry with it any expectancy of, nor imply any right to, (further) extensions or conversion to a permanent appointment.

 

Dependency allowances

7,939 CHF per year for dependent spouse;  6,398 CHF per year for each dependent child.

 

Language allowance

Arabic, Chinese, English, French, German, Japanese, Korean, Portuguese, Russian and Spanish\: 4,788 CHF per year for two of these languages, and 3,192 CHF per year for one of them.  The allowance is not payable for the mother tongue or the main working language of the staff member.  The grant of this allowance is subject to examination.

 

General Service posts are generally subject to local recruitment.  Staff in the General Service category is recruited in the host country or within reasonable commuting distance of the Headquarters.

 

This vacancy announcement may be used to fill other posts at the same grade with similar functions in accordance with Staff Rule 4.9.5.

 

Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.

 

The Organization reserves the right to make an appointment at a grade lower than that advertised.

 

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By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.

 

In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link\: http\://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.

 

Additional testing/interviewing may be used as a form of screening.  Initial appointment is subject to satisfactory professional references.

 

Additional background checks may be required.