Administrative Assistant

WIPO - World Intellectual Property Organization

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Application deadline in 7 days: Monday 28 Jun 2021


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. 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 post is located in the Division for Latin America and the Caribbean (DLAC), Regional and National Development Sector, which provides advisory services and manages the capacity building and technical assistance programs of the Organization for developing and least developed countries in the region through coordination with various sectors within the Organization and/or outsourcing work to external experts.

  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, 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; prepare briefing materials for supervisor for missions and meetings. Provide orientation and guidance on procedures to staff of the Division.

d. Control the work unit’s accounts and perform operations for authorizing and effectuating expenditures; propose adjustments for optimal budget utilization; consolidate budget data, compile statistics, prepare reports / inputs for official documents and presentations and update databases; prepare cost estimates, process administrative actions, such as travel arrangements and ICSs, in the computerized financial/travel/human resources systems and follow up with concerned work units; support the preparation of program and budget and workplan documentation.

e. Ensure the work unit’s filing and reference systems are maintained and accessible; review the efficiency and make recommendations for improvements; update websites, databases and other information management systems; gather, consolidate and present information/data on specific topics.

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. Perform other related duties as required.

3. Requirements

Education (Essential)

Completion of 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.

Good IT skills for document processing, data management and data search.

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.

Advanced skills to efficiently use digital work tools and communication applications. Ability to effectively manage information, create engaging content, and participate in 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

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: 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.

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