Administrative Assistant (80%)

 

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE\:  please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.

 

 

a.    Organizational Setting

 

The post is located in the WIPO Coordination Office in New York.  The Office represents the Organization before the United Nations system in New York and liaises with the diplomatic and UN community. The Office is responsible for promoting WIPO’s engagement with the UN and related stakeholders in New York and Washington D.C and will seek to positively influence developments which may affect the work of the Organization.

 

b.    Purpose Statement

 

The Administrative Assistant provides assistance to the Head of the Office and undertakes the administrative work of the Office. The incumbent is required to provide advice on procedural and administrative requirements and recommend operational process improvements in accordance with WIPO’s applicable frameworks.  The incumbent is required to liaise extensively with work units at WIPO headquarters to initiate requests, obtain clearances, process and follow-up on administrative actions. The incumbent has frequent dealings with permanent missions and other external parties in New York.

 

c.    Reporting Lines

 

The incumbent works under the supervision of the Head of the Coordination Office in New York.

 

 

 

The incumbent will perform the following principal duties\:

 

a.  Manage the meetings and workflow and prepare background material; keep informed on developments of WIPO’s operational policies and other sources of management information;

 

b.  Organize and facilitate the administrative work including establishing efficient filing systems, follow-up on internal procedures, tracking systems and observe deadlines;

 

c.  Arrange appointments and maintain the supervisor's calendar; receive UN and visitors from diplomatic community and answer queries on the activities of the Office;

 

d.  Organize meetings and events and lead administrative support services; take responsibility for finalization of budgets, invitations and distribution of documentation, note-taking, preparation of minutes of meetings and following up on required actions;

 

e.  Draft responses to requests for information within the customer support services functions of the Office;

 

f.   Provide administrative support on HR, procurement and budget related issues including workplan activities, budget reports and statistics, program and budget documentation; process administrative actions in the automated systems for finance, travel and HR; check on the status of requests, requisitions, receipts and invoices and initiate follow up with headquarters and/or UN offices as needed;

 

g.  Carry out all operations required for authorizing and effectuating expenditures, including calculations, cost estimates and payments. Control accounts regarding allocations and expenditures; consolidate budget data and maintain related monitoring and reporting systems;

 

h.  Record and monitor ongoing activities, compile statistics, summarize and present information on the activities of the work unit; update standard management reports and contribute to the preparation of the annual workplan and Program and Budget;

 

i.   Conduct research; prepare materials and arrangements for supervisor's meetings;

 

j.   Perform other related duties as required.

 

 

 

Education

Essential

Completion of secondary education with diploma.

 

Experience

Essential

At least eight years of experience in administrative/financial/secretarial office support work.

 

Desirable

Knowledge and experience of the administrative procedures of the UN Secretariat.

 

Experience with financial, administrative and operational systems.

 

Experience working with an Enterprise Resource Planning (ERP) system.

 

Language

Essential

Excellent knowledge of written and spoken English.

 

Desirable

Knowledge of other official UN languages.

 

Job Related Competencies

Essential

Excellent organizational and time management skills.

 

Excellent interpersonal skills and ability to maintain effective partnerships, communication and working relations in a multicultural environment with sensitivity and respect for diversity.

 

Excellent organizational and time management with the ability to respect deadlines.

 

Absolute discretion and a sense of protocol.

 

Knowledge of administrative processes applicable at the UN secretariat.

 

High degree of flexibility and initiative.

 

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

 

Competent user of Microsoft Office applications including Word, Excel, Outlook and PowerPoint and the internet, and the ability to adapt quickly to new software.

 

 

 

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)\:  49,412 USD (full-time basis)

 

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

3,727 USD per year for dependent spouse;  2,389 USD per year for each dependent child.

 

Language allowance

Arabic, Chinese, English, French, German, Japanese, Korean, Portuguese, Russian and Spanish\: 3,402 USD per year for two of these languages, and 2,268 USD 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.