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 WIPO Office in China (WOC), Beijing.  This Office is responsible for effective delivery of WIPO's products and services of Intellectual Property (IP).  The WOC 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.

    

2. Purpose Statement

    

   The incumbent is required to undertake and coordinate a full range of office-and management support and administrative tasks, ensuring an efficient information flow and smooth running of the work of the External Office.

    

3. Reporting Lines

    

   The incumbent works under the supervision of the Director of the WOC.

    

    

The incumbent will perform the following principal duties\:

a.   Screen, record assign and monitor incoming and outgoing mail, correspondence and other documents; recommend deadlines, coordinate responses and draw attention to urgent and important matters.

b.   Arrange appointments and maintain the supervisor's calendar; receive visitors and respond in a timely manner to general inquiries (in-person, telephone, email) on the activities of the work of the External Office, referring more complex issues to appropriate colleagues for follow up; and administer generic mailboxes.

c.   Coordinate and provide administrative and logistical support for meetings, conferences, workshops and other events, including\: room reservation, travel and accommodation arrangements, equipment, preparing and dispatching related memoranda and invitations, processing related administrative forms and following up on administrative actions, including translation and publication.

d.   Prepare and draft official, routine and non-routine administrative correspondence and invitation letters; use standard software to produce a wide variety of large, complex documents and reports; review and correct correspondence and reports for format, spelling, grammar and style in accordance with applicable WIPO guidelines and standards; provide informal translations; compile information on work unit activities for reporting purposes; prepare briefing materials for supervisors for missions and meetings.

e.   Maintain the work External Office's filing and archiving systems, including; review the efficiency and make recommendations for improvements, update websites, databases and other information management systems; gather, consolidate and present information/data on specific topics.

f.    Maintain the travel plan of the External Office, make travel arrangements for missions, prepare costs estimates, draft related memoranda, correspondence and process administrative forms.

g.   Perform other related duties as required.

Education

Essential

Completion of secondary education.

Experience

Essential

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

Desirable

Experience working in an international and IP environment.

Language

Essential

Excellent knowledge of English and Chinese.

Desirable

Knowledge of other official UN languages.

Job Related Competencies

Essential

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

Ability to analyze information, identify problems and propose solutions.

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.

Competent user of Microsoft Office applications including Word, Excel, Outlook and PowerPoint and the internet, and the 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)\:  170916 CNY

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

6,364 CNY net per annum per child, subject to a maximum of six children.

Language allowance

Arabic, Chinese, English, French, German, Japanese, Korean, Portuguese, Russian and Spanish\: 12,819 CNY net per annum for two of these languages, and 8,546 CNY net per annum 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.

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.