Assistant

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 7,237 USD.

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.

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 PCT Operations Division, PCT Services Department, Patents and Technology Sector. The PCT Operations Division is responsible for the receipt, formalities examination, publication and communication of applications and related documents filed under the PCT and delivering high-quality customer services to PCT users in all 10 official PCT publication languages.

2. 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 Division.

3. Reporting Lines

   The incumbent works under the supervision of the Director, PCT Operations Division.

4. Work Relations

   The incumbent liaises extensively with diverse organizational units to initiate requests, obtain clearances, process and follow up on administrative actions.

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 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.

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 and update databases; 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 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. Perform other related duties as required.

3. Requirements

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least five years of relevant work experience.

Language (Essential)

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

Language (Desirable)

Excellent knowledge of French.

Knowledge of other PCT publication languages.

Job Related Competencies (Essential)

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

Ability to analyze information, identify problems and propose solutions.

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.

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

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

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

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

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): 75,234 CHF

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

Additional Information

* Initial period of one year, renewable, subject to satisfactory performance. No fixed-term appointment or any extension hereof shall carry with it any expectancy of, nor imply any right to, (further) extensions or conversion to a permanent appointment.

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.