BR-Rio de Janeiro
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.
1. Organizational Context
The post is located in the WIPO Brazil Office (WBO). This Office is responsible for effective delivery of WIPO's products and services including development-oriented services to appropriate Member States and other stakeholders. The WBO is part of a network of External Offices (EOs) that add clear value, efficiency and effectiveness to the delivery of strategic goals of the Organization in a coordinated and complementary way with WIPO Headquarters (HQ).
The incumbent is required to perform a variety of administrative transactions and office support functions contributing to the smooth and efficient running of the WIPO Brazil Office. He or she will be required to assist the professionals of the Office through the provision of varied secretarial tasks requiring reliability, sense of coordination, initiative and familiarity with the Organization's activities and procedures.
The incumbent works under the supervision of the Regional Director of WBO.
2. Duties and Responsibilities
The incumbent will perform the following principal duties\:
a. Provide administrative support on Human Resources (HR), procurement and budget-related issues including work plan activities, budget reports and statistics, program and budget documentation. Process administrative actions in the automated systems for finance, travel and HR.
b. Carry out all operations required for authorizing and effectuating expenditures, including calculations, cost estimates and payments. Control the WBO account regarding allocations and expenditures, consolidates budget data and maintains related monitoring and reporting systems.
c. Take responsibility for responding to incoming calls to the WIPO round-the-clock customer service for three hours every working day and the WIPO Brazil Office generic mailbox, including processing incoming requests, forwarding more complex issues to the relevant divisions of WIPO and following-up on the responses.
d. Compile, summarize and present general information on program and related issues; respond to general information requests and inquiries concerning the activities of WBO and WIPO; process users inquiries received through the round-the-clock customer service and forward more complex issues to supervisor for follow up.
e. Record and monitor ongoing activities, compiles statistics, drafts reports, presents information on activities of the WBO. Update standard management reports and contributes to the preparation of the annual work plan and Program and Budget.
f. Assist in the organization of meetings and events and in the management of meetings and workflows and take responsibility for the WBO calendar. Provide administrative and logistical support to seminars, workshops, conferences, symposia and training programs (including preparing budgets, arranging travel, drafting administrative correspondence, preparing relevant documentation).
g. Assist in the monitoring of the WBO website, propose and draft articles and provide translations of documents required by the WBO and other WIPO divisions into English and Spanish whenever necessary.
h. Provide administrative and logistics support for activities developed by WIPO in Brazil, including implementation of logistics, preparation of invitation letters, compilation and distribution of working documents and other material, travel and hotel arrangements, preparation of travel authorization; take minutes of internal meetings and meetings with local partners.
i. Perform other related tasks as necessary.
Completion of secondary education with relevant diploma.
A post-secondary diploma or degree in international relations, finance, public administration or a related field.
At least three years of office support experience.
Excellent knowledge of written and spoken Portuguese and good knowledge of English and Spanish.
Job Related Competencies
Ability to perform a broad range of administrative functions.
Ability to compile financial data for reporting purposes.
Ability to work with the rules, regulations and procedures governing the area of work.
Good communication skills, both oral and written.
Good IT skills. Competent user of Microsoft Office applications (e.g. Word, Excel, Outlook, PowerPoint) and the Internet.
Ability to work to pre-defined deadlines in an organized and logical manner while maintaining meticulous attention to detail.
Excellent communication, presentation and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
4. Organizational Competencies
Showing team spirit.
Showing service orientation.
Seeing the big picture.
Seeking change and innovation.
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)\: 85,913 Reais (full-time basis)
Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.
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.
528 Reais per year for dependent spouse; 3,576 Reais per year per child, subject to a maximum of six children.
Arabic, Chinese, English, French, German, Japanese, Korean, Portuguese, Russian and Spanish\: 7,733 Reais per year for two of these languages, and 5,155 Reais 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.
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.