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.

Salary

The salary for this job should be more than 6,608 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

a. Organizational Setting

The post is located in the Division for Asia and the Pacific, Regional and National Development Sector.

The Division functions as a gateway for developing and least-developed countries in the region to the Organization and coordinates capacity development and technical assistance programs led by or involving the various Sectors of the Organization, including the External Offices in the region.

b. Purpose Statement

The incumbent is required to perform a variety of administrative, logistics, coordination and clerical tasks, which includes correspondence and communications functions, to assist the implementation of the Division’s work plan activities in a timely and efficient manner and in full compliance with the Organization’s rules and standard of quality. The incumbent also provides overall administrative assistance to the Director and the professionals in the Division.

c. Reporting Lines

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

d. Work Relations

The incumbent interacts with various work units in the Organization to initiate, coordinate and conduct follow-up actions, for correspondence and other communication, to obtain clearances, progress in processes and complete all administration, logistics, procurement and reporting tasks . The incumbent has frequent dealings, sharing information, delivering correspondence and confirm arrangements, with country stakeholders at various levels, including the national IP office and other government agencies, the permanent missions in Geneva and other external parties, experts and invitees to the Organization’s activities.

2. Duties and Responsibilities

The incumbent will perform the following principal duties:

a. Draft routine correspondence, and review and monitor incoming and outgoing correspondence, whether in email or document format; coordinate approvals, edits and finalization, and ensure the effective and timely delivery of the same.

b. Schedule appointments and manage the calendar of meetings and activities, including virtual ones, at the Division level.

c. Review documents such as reports, internal memoranda, contracts, and MoUs for grammar, style and completeness in accordance with the standards of the Organization.

d. Maintain the digital files of the Division, sorted by country, year and other categorizations, for easy updating and retrieval in compliance with the most current instructions on the Organization’s document filing system.

e. Provide feedback and suggest improvements in the work streams of the Division.

f. Take notes at meetings and discussions, recording conversations for reporting and monitoring purposes upon informed consent.

g. Perform administrative support tasks such as travel and accommodation, preparation of invitation circulars/letters, compilation and distribution of documents, and payments.

h. Maintain the travel plan of the work unit, monitor travel arrangements for missions, check cost estimates, related memoranda and correspondence, administrative forms, travels undertaken and track use of funds, make room reservation for visiting delegates and assist with hospitality and badges arrangements, and make necessary ICT-related arrangements for new staff.

i. Perform other related duties as required.

3. Requirements

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least three years of general secretarial office support experience, preferably in the Organization.

Language (Essential)

Excellent knowledge of written and spoken English.

Language (Desirable)

Knowledge of other official UN languages, particularly French.

Job Related Competencies (Essential)

Excellent communication and interpersonal skills, especially in a multi-cultural environment with sensitivity and respect for diversity.

Excellent organizational skills.

Good drafting skills, with high degree of accuracy and attention to detail.

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

Discretion and a sense of protocol.

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

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): 70,872 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.