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Administrative Assistant


  • Organization: WIPO - World Intellectual Property Organization
  • Location: Geneva
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

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 Context


  1. Organizational Setting


The post is located in the Division for Latin America and the Caribbean (DLAC) within the Regional and National Development Sector (RNDS), which provides advisory services and manages the capacity building and technical assistance programs of the organization for Latin America and Caribbean countries.


  1. Purpose Statement


The incumbent is required 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 DLAC.


  1. Reporting Lines


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



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. Coordinate and provide administrative support for meetings, conferences, workshops and other events, including\: planning agenda, and ensuring logistical, travel, and accommodation arrangements.


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 unit, referring more complex issues to appropriate staff for follow up; administer generic mailboxes.


c.   Prepare and draft official routine and non-routine administrative correspondence; carry out quality control of outgoing documents ensuring adherence to WIPO standards; provide informal translations; compile information on work unit activities for reporting purposes.


d.   Track expenditures , in accordance with annual work plans, and make calculations, request funds, verify payments, make adjustments to optimize utilization of funds, consolidate budget data, update related tables and maintain related monitoring and reporting systems; participate in the preparation of the Program and Budget through advance use of digital tools.


e.   Through advance use of digital tools, contribute to produce better results, optimize management performance, and facilitate change.


f.    Provide administrative support for the preparation and updating of the program of activities of the Bureau, by performing, inter alia, the following tasks\: (i) organizing and updating information on planned activities per type of activity, and per country/region involved; and (ii) supporting the preparation of financial estimations per activity and by subprograms and objects of expenditure.


g.   Collect and analyze quantitative and qualitative data for business intelligence purposes.


h.   Perform other related duties as required.



3.      Requirements


Education (Essential)

Completed secondary education.


Experience (Essential)

At least five years of relevant work experience, including experience in office support.


Experience (Desirable)

Experience in an international environment.


Language (Essential)

Excellent knowledge of written and spoken English and Spanish.


Language (Desirable)

Knowledge of other UN languages, particularly French.


Job Related Competencies (Essential)

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


Ability to handle and protect confidential and sensitive data with integrity.


Ability to analyze information, identify problems and propose solutions.


Ability to manage and maintain the accuracy and integrity of documents and records management data.


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.


Excellent interpersonal skills and ability to communicate and maintain effective partnerships and working relations in a multicultural environment with sensitivity and respect for diversity.


Excellent digital literacy for information management, data collection and analysis.


Competent user of Microsoft Office applications including Word, Excel, Outlook and PowerPoint and the internet, and the ability to adapt quickly to new software and relevant platforms.


Ability to effectively manage information, create engaging content, and participate in and lead outreach and training activities.



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


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)\:  77,571 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’s appointment will be subject to an overall term of five years in this position, with no possibility of renewal beyond that term.  S/he may, however, apply and be considered for other positions at WIPO.

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.




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\:// 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.

This vacancy is now closed.
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