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 7,172 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 WIPO Judicial Institute, IP and Innovation Ecosystems Sector (IES). The WIPO Judicial Institute provides online and offline platforms for the exchange of IP information and practices of common concern among national and regional judiciaries; supports Member States in strengthening the human and institutional capacities of the judiciary for IP adjudication; conducts and coordinates research and studies on judicial systems and decisions on IP; and develops and maintains the WIPO Lex database.

Coordinating with other vertical and horizontal WIPO sectors, IES is responsible for helping Member States develop their IP and innovation ecosystems to drive enterprise and economic growth. IES is also responsible for providing support for researchers and innovators, as well as enterprises, including SMEs, in IP commercialization and otherwise using IP for business growth; issues relating to the emergence of IP as an asset class; and the development of advisory expertise in these and related areas, for example, in national IP strategies.

b. Purpose Statement

The incumbent is required to perform a variety of administrative, secretarial and office support functions, contributing to the smooth and efficient work-flow of the WIPO Judicial Institute's activities.

c. Reporting Lines

The incumbent works under the supervision of the Director, WIPO Judicial Institute.

d. Work Relations

The incumbent interacts with a wide range of colleagues within WIPO to provide administrative and office support services, and has frequent contacts with national and regional judiciaries to share information and confirm arrangements.

2. Duties and Responsibilities

The incumbent will perform the following principal duties:

a. Coordinate responses to general inquiries from national and regional judiciaries regarding WIPO activities, referring complex queries to appropriate staff for follow up and drawing attention to urgent and important matters; draft correspondence of a routine nature; copyedit and format a variety of documents (internal memos, official correspondence, tables, reports, presentations, publications, etc.); carry out quality control of outgoing documents for accuracy, grammar and style and ensure adherence to corporate standards; and prepare documents for web publication including in WIPO Lex.

b. Input, retrieve, structure and update information in the work unit's databases (e.g. national and regional judicial contacts and associated activities; as well as internal coordination of judicial activities) and generate reports for statistical purposes through data visualization tools.

c. Maintain the work unit's financial accounts and perform operations for authorizing and effectuating expenditures; propose budget revisions; consolidate budget data, compile statistics and data for reporting purposes; and work closely with colleagues to help produce the work unit's work plans, and monitor the status and completion of work plans.

d. Provide office, administrative and logistics support for meetings and conferences, including coordinating the implementation of logistics, compilation and distribution of working documents and other material; make travel and hotel arrangements, prepare travel authorizations/claims for staff/participants and prepare cost estimates; and draft minutes of internal meetings.

e. Maintain the work unit’s calendar, monitoring and following up with professionals in the team on pending actions and deadlines.

f. Monitor the work unit's generic email account, including responding to routine queries from external stakeholders, directing emails and following up on pending actions and deadlines as required.

g. Perform other related duties as required.

3. Requirements

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least five years of secretarial and administrative experience.

Experience (Desirable)

Experience working in an International Organization. Experience working with an ERP system.

Language (Essential)

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

Language (Desirable)

Knowledge of other official UN languages, particularly Spanish.

Job Related Competencies (Essential)

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

Organizational skills with the ability to work under pressure and to respect deadlines, high degree of flexibility and initiative.

Good drafting skills and ability to work with a high degree of accuracy and attention to detail.

Ability to work independently and as a member of a team.

Competent user of Microsoft Office applications including Word, Excel (including mail merger and pivot tables), Outlook and PowerPoint ability to work with databases and adapt quickly to new software.

Excellent communication and interpersonal skills to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity; courtesy and a sense of protocol to communicate with senior members of the judiciary.

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.

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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.