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 6,681 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

a. Organizational Setting

The post is located in the Development Agenda Coordination Division (DACD) which is responsible for coordinating the implementation of the WIPO Development Agenda. The Division serves as the Secretariat for the Committee on Development and Intellectual Property (CDIP), and facilitates its work in defining actions for the implementation of the Development Agenda recommendations and review of their implementation. For this purpose, the Division also interfaces with internal and external stakeholders and promotes a better understanding of the WIPO Development Agenda and its benefits.

b. 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 DACD.

c. Reporting Lines

The incumbent works under the supervision of the Director of the Development Agenda Coordination Division (DACD).

d. Work Relations

The incumbent works in close cooperation with the professional staff of the Division and maintains close contacts with work units throughout the Organization to initiate requests, obtain clearances, process and follow-up administrative actions.

The incumbent has frequent dealings with governments, permanent missions and other external parties to share information and confirm arrangements.

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 the Committee on Development and Intellectual Property (CDIP), meetings, conferences, workshops and other events, including: planning agenda, and ensuring logistical, travel, and accommodation arrangements.

b. Carry out quality control of outgoing documents for accuracy, format, spelling, grammar and style ensuring adherence to applicable rules, regulations and procedures and corporate standards.

c. Assist in preparing official missions using the relevant electronic systems and tools (including ticket booking, security clearance, AIMS, preparation of electronic Travel Authorizations (TAs) in e-Work system, communicate with third-parties); make official travel arrangements for financed lecturers and participants, prepare relevant electronic e-Event requests and TAs; carry-out and monitor payments related to the organization of meetings and Individual Contractor Services commitments through the relevant system; prepare cost estimates, budgets, commitment forms for all activities undertaken by the Department.

d. Input, retrieve, structure and update information and data into/from various sources, update the work unit's databases; support the Director in presentations and other meetings, preparing briefing notes, power point presentations and subject files, and gather relevant documentation.

e. Maintain ongoing communications with visitors and staff members from other divisions and sectors; organize internal and external meetings; welcome high-level officials from Permanent Missions and Countries under the responsibility of the Department.

f. Provide administrative support for the implementation of Development Agenda projects and activities, by performing, inter alia, the following tasks:

(i) organizing and updating information on planned activities per type of activity, and per country/region involved;

(ii) maintaining record for the Development Agenda Projects' expenditure; and

(ii) supporting the preparation of financial estimations per activity and by subprograms and objects of expenditure.

g. Arrange appointments, receive visitors, place and screen telephone calls and respond to routine requests for information.

h. General staff needs (arrange offices and equipment, computer, phone, furniture, etc., filing, end-of-year greetings, etc.).

i. Perform other related duties as required.

3. Requirements

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least three years of general office support experience.

Experience working with an Enterprise Resource Planning (ERP) system.

Language (Essential)

Excellent knowledge of written and spoken English and French.

Language (Desirable)

Good knowledge of other official UN languages.

Job Related Competencies (Essential)

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

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

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

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

Ease and tact in professional relations with visitors and staff at all levels.

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

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.

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

Monthly salary (Net of tax): 5,995 CHF

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

Additional Information

General Service posts are subject to local recruitment. Staff in the General Service category are recruited in the host country or within reasonable commuting distance of the Headquarters.

Temporary appointments are renewable, subject to continuing needs, availability of budget and satisfactory performance with a maximum cumulative length of two years.

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.