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 7,199 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.

This post is a limited-term fixed-term post.

1. Organizational Context

1. Organizational Setting

The post is located in the Madrid Operations Division, Madrid Registry of the Brands and Designs Sector. The Madrid Registry is responsible for the management and evolution of the Madrid System for the International Registration of Marks. The Madrid System is a one-stop solution for registering and managing trademarks worldwide.

2. Purpose Statement

The main role of the incumbent is to undertake and coordinate a full range of office and management support and administrative tasks, ensuring an efficient information flow and smooth running of the work of the Madrid Operations Division, including the coordinated administration of all sub-units of the Division.

3. Reporting Lines

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

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.

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 and administrative correspondence; carry out quality control of outgoing documents for accuracy, format, spelling, grammar and style ensuring adherence to corporate standards; provide informal translations into/from French; compile information on work unit activities for reporting purposes; prepare briefing materials for supervisor for missions and meetings.

d. Control the work units' 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 work plan documentation; support invoice management of the flexible working force.

e. Maintain the travel plan of the Division; make travel arrangements for missions, financed participants of events and fellows; prepare cost estimates; draft related memoranda and correspondence; process administrative forms; monitor travel undertaken and track use of funds.

f. 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.

g. Coordinate and provide administrative support for meetings, conferences, workshops and other events and maintenance of WIKI pages, including: planning agenda, ensuring logistical, travel and accommodation arrangements; preparing and distributing official correspondence and related documentation, ensuring translation and publication, support working space management.

h. Assign and coordinate the work of junior/temporary staff, establishing work priorities and ensuring equitable workloads; provide orientation and guidance on procedures to staff and consultants.

i. Perform other related duties as required.

3. Requirements

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least five years of office support experience.

Experience working with an ERP system.

Language (Essential)

Excellent knowledge of English or French.

Language (Desirable)

Knowledge of other official UN languages.

Job Related Competencies (Essential)

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.

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

Job Related Competencies (Desirable)

Good knowledge of WIPO's organizational structure.

Good knowledge of WIPO's communication and documentation standards, computerized financial/travel/human resources systems and administrative procedures and policies.

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://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.