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.

 

 

 

1. 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) to 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 SMEs and Entrepreneurship Support Division.  TDC is also in charge of the WIPO Office in the Russian Federation (WRO).

    

2. Purpose Statement

    

   The incumbent assists the Director by assuming secretarial and office support functions and performing a variety of routine administrative transactions.

    

3. Reporting Lines

    

   The incumbent works under the supervision of the designated Program Officer in the Office of the Director of TDC and reports to the Director of TDC.

    

4. 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 to initiate requests, obtain clearances, process and follow-up administrative actions.

    

   The incumbent has frequent dealings with governments, permanent missions and other external parties to share information and confirm arrangements.

    

    

 

The incumbent will perform the following principal duties\:

 

a.  Type in English correspondence, reports, technical cooperation project documents and other working documents;  use of electronic word-processing in connection with these duties;  screen incoming mail (electronic and paper), prepare and draft official and routine and non-routine administrative correspondence in English, check and monitor the records and documents prepared by the Department.

 

b.  Carry out quality control of outgoing documents for accuracy, format, spelling, grammar and style ensuring adherence to applicable rules, regulations and procedures and corporate standards;  provide informal translations.

 

c.  Assist in preparing Director’s official missions using the relevant electronic systems and tools (including ticket booking, security clearance, AIMS, preparation of electronic Travel Authorizations (TAs) in e-Work system, communicate with third-parties);  make official travel arrangements for financed lecturers and participants, prepare relevant electronic e-Event requests and TAs;  carry-out and monitor payments related to the organization of meetings and Individual Contractor Services commitments through the relevant system;  prepare cost estimates, budgets, commitment forms for all activities undertaken by the Department.

 

d.  Input, retrieve, structure and update information and data into/from various sources, update the work unit’s databases;  support the Director in presentations and other meetings, preparing briefing notes, power point presentations and subject files, and gather relevant documentation.

 

e.  Maintain ongoing communications with visitors and staff members from other divisions and sectors; organize internal and external meetings;  welcome high-level officials from Permanent Missions and Countries under the responsibility of the Department.

 

f.   Electronically manage the Director’s agenda regarding his internal and external activities.  Create and maintain an electronic system for classification, filing and archiving of all documents generated or received in the Office of the Director.

 

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

 

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

 

i.   Perform other related duties as required.

 

 

 

 

Education

Essential

Completion of secondary education.

 

Experience

Essential

At least three years of general office support experience.  Experience working with an Enterprise Resource Planning (ERP) system.

 

Language

Essential

Excellent knowledge of written and spoken English and Russian.

 

Desirable

Good knowledge of French or other official UN languages.

 

Job Related Competencies

Essential

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

 

Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, ability to work effectively in a team.

 

Ability to draft routine correspondence and correct documents in accordance with established standards and requirements accuracy and ability to pay attention to detail.

 

Ease and tact in professional relations with visitors and staff at all levels;  complete discretion.

 

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

 

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

 

 

 

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.