Administrative Assistant

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WIPO - World Intellectual Property Organization

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Application deadline 2 years ago: Thursday 15 Apr 2021 at 21:59 UTC

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Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 7,251 USD.

Salary for a G-5 contract in Geneva

The salary of a G-5 depends on the duty station. The minimum salary there is 6,561 CHF (~7,251 USD) Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

More about G-5 contracts.

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 position is located in the Enterprise Solutions Division, Department of Program Planning and Finance, Administrative, Finance and Management Sector.

The ESD is responsible for the evolution and maintenance of WIPO’s portfolio of ERP Administrative and Management applications collectively known as the Administrative Integrated Management System (AIMS), which is used by WIPO’s different business areas in their daily operations, such as Finance, Human Resources, Procurement, etc. The ESD is composed of a Service Desk for Level 1 user support and 3 Solution Teams led by Solution Managers. Each Solution Team liaises with its respective business area(s) for the support and new initiatives related to the AIMS applications.

  1. Purpose Statement

The main role of 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 Division.

  1. Reporting Lines

The incumbent works under the supervision of the Director of Enterprise Solutions Division.

  1. Work Relations

S/he liaises with different organizational units to initiate requests, obtain clearance, organize meetings, process and follow up administrative actions, including HR, Finance, Office of the Controller, IT, Procurement, etc.

2. Duties and Responsibilities

The incumbent will perform the following principal duties:

a. Screen, record and process timesheets and invoices in an accurate and timely manner.

b. Assist the solution managers in the resource recruitment and management, including drafting Statement of Work for consultants and organize interviews when required.

c. Raise and maintain Purchasing Requisitions in the ERP system.

d. Coordinate the onboarding of new team members, including access, office, IT equipment, documentation, etc.

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

f. Arrange appointments and maintain the supervisor’s calendar; receive visitors and respond in a timely manner to general inquiries (in-person, telephone, email).

g. Prepare and draft official routine and non-routine administrative correspondence; carry out quality control of outgoing documents for accuracy, format, spelling, grammar and style ensuring adherence to WIPO standards; provide informal translations; compile information on work unit activities for reporting purposes; prepare briefing materials for supervisor for missions and meetings. Provide orientation and guidance on procedures to staff of the Division.

h. Monitor the work unit’s accounts; propose adjustments for optimal budget utilization; consolidate expenses, compile statistics, prepare ad-hoc reports; prepare cost estimates, 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 work plan follow-up and documentation.

i. Provide guidance and advice with respect to administrative procedures, processes and practices and liaise with entities inside and outside the Organization as necessary.

j. Responsible for the maintenance of documentation and records for the Division. Perform other related duties as required

3. Requirements

Education (Essential)

Completed secondary education.

Experience (Essential)

At least five years’ relevant office/administrative support experience. Experience working with an ERP or comparable system.

Language (Essential)

Excellent knowledge of written and spoken English and good knowledge of French.

Language (Desirable)

Knowledge of other official UN languages.

Job Related Competencies (Essential)

Ability to work within the applicable rules, regulations and procedures. Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines. Ability to draft routine correspondence and correct documents in accordance with established standards and requirements; accuracy and attention to detail. 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. 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.

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): 6,270 CHF

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.

Added 2 years ago - Updated 2 years ago - Source: wipo.int