Assistant

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 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

a. Organizational Setting

The post is located in the WIPO Japan Office (WJO), Tokyo. This Office is responsible for effective delivery of WIPO's products and services to Intellectual Property (IP). The WJO is part of a network of External Offices (EOs) that add clear value, efficiency and effectiveness to the delivery of strategic goals of the Organization in a coordinated and complementary way with WIPO Headquarters (HQ).

b. Purpose Statement

The WJO's core missions are 1) Promotion of IP and innovation, 2) Promotion of WIPO's services, 3) Bridge between WIPO and Japanese government, industry, university and court, and 4) Dissemination of Japan's IP experiences. The incumbent is responsible for logistics or administrative tasks for conducting various activities, such as promotional projects funded by the Funds-In-Trust Japan Industrial Property Global (FIT/Japan IP Global), creating promotional materials, managing WJO's website and/or social media. The incumbent is required to perform a variety of administrative tasks from initiating internal approval procedures to implementing logistics for WJO's key activities.

c. Reporting Lines

The incumbent works under the supervision of the Counsellor, WIPO Japan Office.

d. Work Relations

The incumbent interacts with a wide range of colleagues and with staff at the Japan Patent Office (JPO) or at the other relevant organizations.

2. Duties and Responsibilities

The incumbent will perform the following principal duties:

a. Assist the Counsellor in drafting internal memos including cost estimates and other necessary documents in consultation with the Japan Patent Office and obtain internal approvals for implementing projects according to the Work Plan of the FIT/Japan IP Global;

b. Liaise with contractors as necessary to implement WJO's projects mentioned in (a);

c. Initiate and follow up on administrative tasks in the computerized financial/travel/procurement resources systems, including the administrative processing of creating event requests, staff or non-staff travel authorizations and purchase requisitions related to the projects mentioned in (a);

d. Prepare or arrange any necessary goods and services to implement the projects mentioned in (a) such as printing, interpreters, presentation equipment, transportation, liaise with speakers, participants, and interpreters, and arrange any announcement of necessary information;

e. Collect feedbacks, submit reports on the outcome of the projects mentioned in (a), and post any relevant information on the WJO webpage;

f. Give suggestions for administrative improvements to the Counsellor of the WJO;

g. Help the WJO conduct other activities, in and out of the work plan of the FIT/Japan IP Global such as promotional activities on WIPO's services, researches on various IP topics and public relations;

h. Perform other related duties as required.

3. Requirements

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least three years of office support experience.

Experience (Desirable)

Experience working in international environments.

Language (Essential)

Excellent knowledge of Japanese and English.

Job Related Competencies (Essential)

Ability to draft and correct documents in accordance with established standards and requirements; accuracy and ability to pay attention to detail.

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

Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines; ability to work effectively in a team.

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.

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

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): 5665 in thousands of Yen

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

220,440 Yen net per annum for dependent spouse; 248,952 Yen net per annum per child, subject to a maximum of six children.

Language allowances (to be included in pensionable remuneration)

Arabic, Chinese, English, French, German, Japanese, Korean, Portuguese, Russian and Spanish: 485,244 Yen per annum for two of these languages, and 323,496 Yen per annum 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.

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.