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.

 

This post is a limited-term fixed-term post.

 

 

 

1. Organizational Setting

 

The post is located in the Global Challenges Division, whose objective is to strengthen WIPO's position as the leading intergovernmental forum for addressing the intersection between intellectual property and global public policy issues. The Division engages substantively with other UN and intergovernmental organizations, the private sector and civil society in order to lead and inform policy deliberations.  It develops practical contributions to demonstrate the benefits of intellectual property in the search for solutions to major challenges facing humanity, including global health, climate change, biodiversity, and food security.

 

2. Purpose Statement

 

The incumbent undertakes and coordinates a full range of office support and customary administrative tasks, ensuring an efficient flow of information and the smooth running of the work of the Division. The incumbent may supervise lower level support staff, assign work and provide procedural guidance to staff at various levels.

 

3. Reporting Lines

 

The incumbent works under the supervision of the Director of the Global Challenges Division.

 

 

4. Work Relations

 

The incumbent interacts with a wide range of colleagues within the Division and the wider Sector to provide routine administrative and office-support services, as well as with colleagues from across the Organization. The incumbent also interacts with officials outside the Organization to exchange standard information and arrange participation in a variety of activities, including events organized by the Global Challenges Division.

 

 

 

The incumbent will perform the following principal duties\:

 

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

 

b.   Arrange appointments, receive visitors and 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.

 

c.   Prepare and draft official and mainly non-routine administrative correspondence; carry out quality control of outgoing documents for accuracy, format, spelling, grammar and style ensuring adherence to corporate standards; provide informal translations; compile briefing materials for the supervisor and information on activities for reporting purposes.

 

d.   Maintain the travel plan of the work entity and make travel arrangements for missions, and external meetings or conferences.

 

e.   Ensure the work entity's filing and reference systems are maintained and accessible, including reviewing efficiency and making recommendations for improvements; update websites, databases and other information management systems; gather, consolidate and present information/data on specific topics.

 

f.    Coordinate and provide administrative support for meetings, conferences, workshops and other events, including logistical, travel and accommodation arrangements; preparing and distributing official correspondence and related documentation, and ensuring translation and publication of relevant materials and documentation.

 

g.   Maintain the work entity's accounts and perform operations for authorizing and effectuating expenditures; propose budget revisions; consolidate budget data, compile statistics and data for reporting purposes and update databases; prepare cost estimates, process administrative actions in the computerized financial/travel/human resources systems and follow up with concerned work units; compile information to support the preparation of program and budget documentation.

 

h.   Coordinate the work of lower level/temporary staff at the request of the Director, establishing work priorities and ensuring appropriate workloads; provide orientation and guidance on procedures to staff within the work entity.

 

i.    Perform other related duties as required.

 

 

 

Education (Essential)

Completion of secondary education.

 

Experience (Essential)

At least five years of general office support experience.

 

Experience working with an ERP system.

 

Language (Essential)

Excellent knowledge of written and spoken English.

 

Language (Desirable)

Good knowledge of French or other official UN languages.

 

Job Related Competencies (Essential)

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

 

Good time management and organizational skills; ability to work independently and as a member of a team.

 

Good drafting skills and ability to work with a high degree of accuracy and attention to detail.

 

Ability to analyze information, identify problems and propose solutions to work process issues.

 

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.

 

Excellent 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)\:  75,234 CHF

 

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

 

Additional Information

 

Initial fixed-term appointment of one year, renewable subject to satisfactory performance and other applicable conditions.  The selected candidate will be subject to an overall term of five years with no possibility of renewal beyond that term.  This is not applicable to WIPO staff members on fixed-term, continuing or permanent appointments, who were recruited following a competition under Staff Regulation 4.10 ("Appointment Boards").

 

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.