Office Assistant

The recruitment policy of the WTO is to seek to attract and retain staff members offering the highest standards of competence, efficiency and integrity. As an Equal Opportunities Employer, the WTO gives full regard to merit and diversity.

Located in Geneva, Switzerland, the World Trade Organization (WTO) is the only global international organization dealing with the rules of trade between nations. At its heart are the WTO agreements, negotiated and signed by the bulk of the world's trading nations and ratified in their parliaments. The goal is to ensure that trade flows as smoothly, predictably and freely as possible.

We are recruiting office assistants for a roster of candidates willing to accept temporary contracts. Eligibility to the roster will depend on candidates meeting the minimum requirements for the position and the terms of references of the assignment. Contract length is dependant upon demand at Division level. Assigned to the work area of one of the WTO Divisions, the incumbent provides administrative support, including document processing.

We are looking for skilled, enthusiastic and motivated candidates with relevant experience and/or studies who are interested in a job in a diverse and collaborative multi-cultural work environment, which the WTO offers. You will work in one or more WTO official languages (English, French and Spanish).

General functions:

Under the supervision of the Divisional Coordinator and senior staff, the incumbent's duties and responsibilities may include some or all of the following:

• Organize meetings, workshops and conferences, including meeting room reservations, preparation and maintenance of participant lists, preparation of relevant meeting documents;
• Service meetings by using hybrid meetings platforms such as Interprefy, Webex, Teams or Zoom;
• Process a large volume of sensitive, complex and lengthy documents, using MS Word effectively;
• Accurately format and proofread documents using in-house formatting-editing tools and rules, sometimes under pressure and with time constraints;
• Proactively follow-up on tasks related to translation and proper circulation of documents, in the three official languages: English, French and Spanish;
• Maintain and update filing systems in place;
• Prepare files for official missions, take care of the logistics and follow-up on mission reports business travel including bookings, visa applications and processing of expense claims.

Education:

Secondary level of education, preferably with office management, secretarial and language studies. Formal training/Certification (e.g. I.C.D.L.) in MS Office package, would be highly desirable.

Technical skills:

• Excellent command of MS Word, good knowledge of other MS Office applications (Excel, Outlook and Powerpoint) and proven ability to learn new systems rapidly;
• Ability to format and proofread documents according to established (organizational) guidelines, good command of co-authoring software (e.g. WeDraft), would be highly desirable;
• Experience with use, as host, of videoconferening facilities and communication tools (e.g.  Interprefy, Webex, Teams or Zoom);
• Relevant experience in organizing events or meetings and a good ability in project management;
• Excellent speaking and writing skills in English, including ability to draft correspondence, edit and proofread.

Behavioural skills:

• Excellent organizational skills, including ability to handle a large volume of work under pressure and strict deadlines;
• Accuracy and attention to detail;
• Tact and discretion;
• Excellent communication skills;
• Excellent team-working skills;
• Thoroughness in accomplishing tasks;
• Initiative to solve problems and meet objectives.

Work Experience:

Two to four years' relevant experience including office management, preferably in an international organization or a government ministry environment.

Languages:

Excellent command of English, including ability to draft, edit and proofread documents in English (C1 level or above in the Common European Framework of Reference for Languages (CEFR)) and good knowledge of French (at least B2). Knowledge of Spanish would be an asset.

Other:

This is a full-time position, and the incumbent will be expected to work from 8:30 until 17:30.

Remuneration:

Depending on level of experience, the net monthly salary ranges between CHF 5,000 and 5,500 exempt of Swiss income tax.

Additional Information:
 

Only applications from nationals of WTO Members will be accepted.

The WTO may use various communication technologies such as video or teleconference for the assessment and evaluation of candidates. The recruitment process may also involve the use of various forms of testing, assessment centres, interviews and reference checks.

Applicants may be required to sit a written examination.

Applicants will be contacted directly if selected for an interview.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the closing date – Geneva (Switzerland) time – stated in the vacancy announcement.

PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE CLOSING DATE WILL NOT BE ACCEPTED.

The WTO is a non-smoking environment.