Secretary I

a.  Organizational Setting

The post is located in the Office of the Director of the Department for Transition and Developed Countries (TDC) and is part of the TDC Administrative Support Team.  The TDC acts as support for improving the participation of Central European and Baltic States and Mediterranean Countries, Central Asian, Eastern European and Caucasian Countries, and Developed Countries, in the international IP system in order to realize the social and economic benefits deriving from innovation and creativity.  The TDC also coordinates promotion and delivery of WIPO services and programs,  implements programs of support for universities, research institutions and small and medium-sized enterprises (SMEs) improve their capacity to use the IP system and manage their IP assets, and is responsible for the design, development and implementation of WIPO's strategy and initiatives for engagement with accredited NGOs, other non-governmental stakeholders, industry groups and representatives of the enterprise sector.

The TDC areas of activity are covered by four Sections and one Division\:  the Section for Central European and Baltic States and Mediterranean Countries, the Section for Caucasian, Central Asian and Eastern European Countries, the Section for Coordination of Developed Countries, the Non-Governmental Organizations and Industry Relations Section and the Small and Medium-sized Enterprises Division (SESD).  TDC is also in charge of the WIPO Office in the Russian Federation (WRO).

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 of the Department. 

c.  Reporting Lines.
The incumbent works under the supervision of the designated Administrative Assistant of TDC’s Administrative Support Team and reports to the designated Program Officer in the Office of the Director of TDC.

d.  Work Relations

The incumbent works in close cooperation with the professional staff of the Department and maintains close contacts with work units throughout the Organization, especially with Finance, Procurement and Travel Divisions.

a)  Type 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; checking and monitoring the records and documents produced by the Department;

b)  Provide office, administrative and logistics support for the meetings organized by the Department using the relevant WIPO systems and tools (including ticket booking, security clearance, AIMS, preparation of electronic Travel Authorizations (TAs) and e-Events requests (ER) in e-Work system, communicate with third-parties);  prepare all correspondence extended to speakers, delegates and United Nations Development Program (UNDP) offices in each participating country;  coordinate the preparation, follow-up, reproduction and sending of documents and publications; organize receptions financed by the Organization in this context;

c)  Calculate and prepare standard cost estimates, e.g. printing requirements, consultancies, travel;

d)  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;

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

f)  General staff needs (arrange offices and equipment, computer, phone, furniture, etc., filing, end-of-year greetings, etc.);

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

h)  Perform other related duties as required.