Secretary I

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 position is located in the Internal Oversight Division (IOD).  IOD serves as an independent and objective reviewer of WIPO operations and activities, examining operations and activities based on risk and relevance to WIPO management and constituencies with a view towards promoting economy, efficiency, effectiveness and impact of the Secretariat's work.

 

b.  Purpose Statement

The incumbent provides a full range of secretarial and office support functions to the Division, in particular in the area of investigations.

 

c.  Reporting Lines

The incumbent works under the supervision of the Director of the Division and receives guidance from the division secretary.

 

 

 

The incumbent will perform the following principal duties\:

 

a) Record complaints and allegations of misconduct and other wrongdoing received by IOD. Ensure the confidentiality and the security of all information related to investigations.

 

b) Update and maintain IOD's investigation case register.

 

c) Monitor implementation of IOD recommendations as reported in IOD's recommendation management tool (Team Central) and inform the Director, IOD of overdue recommendations and other related issues.

 

d) At the request of the Head, Investigation Section, support investigators through (i) work including searches in internal financial and management information systems, external online research, and data compilation, and (ii) presence and note-taking during investigative activities (such as interviews).

 

e) Proofread and finalize working papers as well as investigation reports and other deliverables.

 

e) 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.

 

f) Liaise and follow up with concerned work units for the timely translation and printing of documents; provide informal translation of correspondence, when required.

 

g) 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.

 

h) Perform other related duties as required.

 

 

 

Education

Essential

Completion of secondary education.

 

Experience

Essential

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

Desirable

Experience of working with sensitive and confidential information.

 

Languages

Essential

Excellent written and spoken knowledge of English.

 

Desirable

Knowledge of and ability to work in other official UN languages, preferably French.

 

Job-related competencies

Essential

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

 

Aptitude for dealing with inquiries and visitors at all levels.

 

Developed sense of organization, sense of initiative, judgment and accuracy, ability to work independently.

 

Complete discretion.

 

High degree of flexibility.

 

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

 

Desirable

Knowledge and experience of Computer aided software tools.

 

 

 

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)\:  68,605 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.