Assistant

 

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 External Offices Coordination Unit of the Office of the Director General (ODG). The ODG supports the Director General so as to enable him to fulfill his functions smoothly and effectively.

 

b.        Purpose Statement

 

The incumbent is responsible for undertaking and coordinating a full range of office support and administrative tasks, ensuring an efficient information flow and smooth running of the work of the ODG and the External Offices Coordination Unit.

 

c.        Reporting Lines

 

The incumbent reports to a Senior Advisor in the ODG and works under the overall supervision of the Assistant Director General and Chief of Staff.

 

 

 

The incumbent will perform the following principal duties\:

 

a.  Prepare outgoing files and documentation, including proofreading, formatting and checking reports, memoranda, correspondence and other documents and make changes as required to form or style to ensure conformity with WIPO standards, procedures and style norms. Ensure linguistic accuracy of the correspondence and documentation.

 

b.  Draft general and administrative correspondence. Correct correspondence, reports and documents prepared by other staff for format, spelling and grammar. Provide informal translation of correspondence prepared by other staff into one language. Prepare briefing materials as required by the supervisor.

 

c.  Assist in the planning and organization of meetings and events in and outside Geneva including preparing budgets and drafting related correspondence; liaise with diplomatic representatives, missions in Geneva and colleagues in External Offices; prepare event and financial requests and follow up on payments.

 

d.  Support and provide guidance and assistance, particularly with respect to administrative procedures and practices, to the WIPO Brazil Office (WBO), the WIPO Singapore Office (WSO) and the WIPO Algeria Office (WAO) for which the Assistant Director General and Chief of Staff have supervisory responsibility.

 

e.  Track expenditures in the ODG and in External Offices in Algeria, Brazil and Singapore, in accordance with annual work plans, and make calculations, request funds, verify payments, make adjustments to optimize utilization of funds, consolidate budget data, update related tables and maintain related monitoring and reporting systems; participate in the preparation of the Program and Budget for the ODG and External Offices as well as annual workplans and program performance reports, especially for the WAO, WBO and WSO.

 

f.   Organize missions including travel and accommodation requirements, obtaining visas and preparing programs as well as visit schedules.

 

g.  Establish, maintain and update a comprehensive filing system for the ODG and External Offices to ensure effective access to information; maintain and update a database of information pertaining to WIPO's External Offices.

 

h.  Receive, direct and manage incoming telephone calls; screen and schedule requests for access to the supervisor, and coordinate and expedite responses to sensitive enquiries; maintain calendars.

 

i.   Manage the receipt, registration and dispatch of incoming files, correspondence and documents, propose and monitor deadlines, and identify complex or sensitive correspondence for special treatment.

 

j.   Perform other related duties as required.

 

 

 

Education

Essential

Completed secondary education.

 

Experience

Essential

At least five years of general office support experience.

 

Desirable

Experience of office support within an international organization.

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

 

Language

Essential

Excellent knowledge of written and spoken English.

 

Desirable

A good knowledge of French

 

Knowledge of other UN official languages.

 

Job Related Competencies

Essential

Excellent organizational and time management skills with the ability to meet deadlines.

Flexibility and adaptability in a high pressure work environment.

Discretion and integrity.

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

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

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

 

Desirable

Knowledge of the UN system and its 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)\:  75,084 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.