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 Hague Information Systems (IS) Division in the Brands and Designs Sector. The Hague IS Division is responsible for the planning, design, development, deployment and ongoing support of IT business solutions for the electronic processing of all Hague Registry related documents, including publication. In addition, it manages Brands and Designs Sector special projects.
The main role of the incumbent is to undertake and coordinate a full range of office support and administrative tasks, ensuring an efficient information flow and smooth running of the work of the Hague IS Division.
The incumbent works under the supervision of the Director of the Hague IS Division and liaises extensively with diverse organizational units to initiate requests, obtain clearances, and process and follow up on administrative actions.
2. Duties and Responsibilities
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; respond in a timely manner to general inquiries (in-person, telephone, email) on the activities of the work unit, referring more complex issues to appropriate staff for follow up; administer generic mailboxes, drawing attention to urgent and important matters and ensuring all queries are dealt with in a timely manner.
c. Prepare, update and draft official and routine and non-routine administrative correspondence and documentation, and see to their issuance and publication; carry out quality control of outgoing documents for accuracy, format, spelling, grammar and style ensuring adherence to corporate standards; provide informal translations; compile information on work unit activities for reporting purposes; prepare briefing materials for supervisor for missions and meetings.
d. Perform operations for authorizing and effectuating expenditures; consolidate budget data, compile statistics, prepare reports and update databases; process administrative actions in the computerized financial/travel/human resources systems and follow up with concerned work units; support the preparation of program and budget and workplan documentation.
e. Maintain the travel plan of the work unit, make travel arrangements for missions, prepare cost estimates, draft related memoranda and correspondence, process administrative forms, monitor travel undertaken and track use of funds.
f. Ensure the work unit's filing and reference systems are maintained and accessible; review the efficiency and make recommendations for improvements; update websites, databases and other information management systems; and assist in maintenance of the work unit’s wiki.
g. Coordinate and provide administrative support for meetings, conferences, and other events, including\: planning agenda, ensuring logistical, travel and accommodation arrangements; preparing and distributing official correspondence and related documentation; and taking minutes.
h. Perform other related duties as required.
Completion of secondary education.
At least five years of office support experience in the public or private sector.
Excellent written and spoken knowledge of English.
Knowledge of WIPO official languages (Arabic, Chinese, French, Russian or Spanish).
Job Related Competencies
Ability to work within the applicable rules, regulations, policies and procedures.
Ability to analyze information, identify problems and propose solutions.
Ability to take minutes in meetings held in English.
Good drafting skills and ability to work with a high degree of accuracy and attention to detail, flexibility and initiative.
Excellent time management and organizational skills; ability to work independently and as a member of a team.
Competent user of Microsoft Office applications including Word, Excel, Outlook and PowerPoint and the internet, and the ability to adapt quickly to new software.
Excellent interpersonal skills and ability to communicate and maintain effective partnerships and working relations in a multicultural 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)\: 75,084 CHF
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.
7,939 CHF per year for dependent spouse; 6,398 CHF per year for each dependent child.
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.
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.