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Assistant

Geneva (Switzerland)

  • Organization: WIPO - World Intellectual Property Organization
  • Location: Geneva (Switzerland)
  • Grade: GS-3, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2021-01-28

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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

  1. Organizational Setting

The post is located in the Copyright Development Division, Culture and Creative Industries Sector.  The Copyright Development Division is responsible for the provision of technical assistance and capacity building programs and projects for developing countries in the field of copyright and related rights and for coordinating the interface of the WIPO Culture and Creative Industries sector with developing country member states in the field.  The aim is to help these countries in using the copyright system to extract greater economic value from their cultural and other creative works.

  1. Purpose Statement

The incumbent assists the Officer in charge of the Funds-in-Trust (FIT) of Japan in the area of copyright and the Director in discharging responsibilities in the implementation of activities under FIT Japan.  The incumbent is required to perform a variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

  1. Reporting Lines

The incumbent works under the direct supervision of the Officer in charge of the Funds in Trust (FIT) of Japan and the overall supervision of the Director of the Copyright Development Division.

  1. Work Relations

The incumbent interacts with a variety of colleagues from within the work unit to exchange routine information and provide standard office support services, and with staff outside the immediate work unit and outside the Organization to obtain/give information closely related to the assignment.

 

2.      Duties and Responsibilities

The incumbent will perform the following principal duties\:

a.   Text process and format, using appropriate software, a variety of documents (correspondence, tables, reports, presentations, publications, etc.) in line with corporate standards; proofread drafts, photocopy, collate and distribute completed documents.

b.   Input, retrieve, structure and update selected information and data into/from various sources (e.g. databases, Intra-/Internet, office files, etc.); present results in standard format.

c.   Set up and maintain office files and reference systems according to established procedures; assemble files for meeting purposes according to specific instructions.

d.   Sort, register and route incoming mail and correspondence.

e.   Receive and refer telephone calls and visitors; respond to routine requests for information;  arrange appointments and meetings;  prepare information files for supervisor.

f.    Initiate, view and track a variety of administrative transactions in the computerized financial / travel / procurement / human resources systems.

g.   Provide logistics support for meetings, workshops and other events; make travel and hotel arrangements; collect travel documents.

h.   Perform other related duties as required, including secretarial and administrative tasks of the Division.

 

3.      Requirements

Education (Essential)

Completion of secondary education, with relevant diploma, or equivalent educational background.

Experience (Essential)

At least one year of general office support work experience.

Experience (Desirable)

Experience working with an ERP system.

Language (Essential)

Excellent knowledge of written and spoken English.

Language (Desirable)

Knowledge of other official UN languages, as well as Japanese.

Job Related Competencies (Essential)

Ability to organize own work and prioritize assignments, under the guidance of the supervisor;  ability to work as part of a team.

Accuracy and ability to pay attention to detail. 

Ability to convey verbal information effectively and in an appropriate manner. 

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 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.

 

4.      Organizational Competencies

  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.

5. Information

Monthly salary (Net of tax)\: CHF 5,251

Please refer to  WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances. 

Additional Information

General Service posts are subject to local recruitment.  Staff in the General Service category are recruited in the host country or within reasonable commuting distance of the Headquarters.

Temporary appointments are renewable, subject to continuing needs, availability of budget and satisfactory performance with a maximum cumulative length of two years.

 

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.

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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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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