Assistant (Data Management)

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 7,196 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 position is located in the Procurement and Travel Division (PTD), Administration and Management Sector.

The Division is responsible for the procurement of general supplies, equipment, furniture, consumables and professional services provided by private commercial entities, for carrying out tendering processes and the establishment and administration of contractual agreements as well as for the purchase of goods and/or services to support WIPO's various programs in Geneva and in WIPO Member States. The Division also handles all travel administration for WIPO staff members and third party travelers, as well as contracts with individuals.

2. Purpose Statement

The main role of the incumbent is to undertake a wide range of tasks related to the Procure-To-Pay (PTP) process in the Organization’s Enterprise Resource Planning (ERP) system. This includes master data management and follow-up actions related to various transactions types.

3. Reporting Lines

The incumbent reports to the Senior Functional Analyst (Procure-To-Pay) located in the Support Team of the Division.

2. Duties and Responsibilities

The incumbent will perform the following principal duties:

a. Master data administrator:

Administer and maintain master data in our ERP system, including creation and modification of procurement items, catalog and categories, creation and update of suppliers, external contractors’ information, and other configuration enabling the sourcing process.

b. Participate actively in streamlining the master data by proposing any initiative that may help to improve the data classification and accessibility, avoid any duplicate, or any other problem that may arise from the use of the Procure-To-Pay (PTP) master data. Ensure more generally master data consistency and compliance with standard operations procedures. Support all requesters in the organization as focal point for any matter related to the master data, i.e., ensure trouble shooting and suggest practice or system improvements. Interact and support the different team members of PTD in relation to the master data.

c. PTP support:

Ensure Level 1 User support to PTD and the rest of the Organization on the PTP process in AIMS (the Administrative Integrated Management System) and escalate any complex issue to the supervisor.

d. Update and propose questions and answers (Q&A) on the use of PTP. Maintain and enrich supporting training material and knowledge base for the PTP process. Animate training sessions or “clinic” sessions with requesters and other end users.

e. Other support:

Participate in the year-end closure and other related support activities for internal clients and other stakeholders. Liaise with focal points and the core closure team to report on a weekly basis progress and issues.

f. Administer supplier monitoring tools, controlling in an autonomous manner current supplier base and running ad-hoc analysis before onboarding new potential suppliers, in a confidential manner.

g. Participate to data migration projects, and ensure that the legal requirements are met for the Division’s data, document and reports.

h. Maintain and monitor the adequate reporting on a regular or ad-hoc basis to reflect the team’s activity and ensure compliance, integrity of the master data, and lead-time for operations. Provide assistance to project teams for data visualization or reporting projects, validate the dashboard or Key Performance Indicators (KPIs) in User Acceptance Test phases.

i. Perform other related duties as required.

3. Requirements

Education (Essential)

Completion of secondary education.

Education (Desirable)

Post-secondary education in business, procurement or another relevant area.

Experience (Essential)

At least five years' relevant work experience.

Experience working with an ERP system, preferably PeopleSoft.

Experience (Desirable)

Experience working with data visualization tools, preferably Tableau.

Experience with SQL syntax.

Experience working with an Enterprise Content Management (ECM) solution.

Language (Essential)

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

Job Related Competencies (Essential)

Ability to work within the applicable rules, regulations, policies and procedures. Ability to analyze information, identify problems and propose solutions.

High level of client orientation; ability to identify and meet the needs of clients and to formulate appropriate solutions.

Communication skills: ability to moderate and animate workshops sessions on virtual platforms (Zoom, Teams).

Good numeracy skills and ability to work with a high degree of accuracy and attention to detail. Excellent time management and organizational skills; ability to work independently and as a member of a team; flexibility and initiative.

Competent user of Microsoft Office applications including Word, Excel, Outlook, PowerPoint 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.

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): 75,234 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 will be subject to an overall term of five years with no possibility of renewal beyond that term. 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.