Secretary I

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 6,592 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 post is located in the Management, Strategic Planning and Coordination Unit of the WIPO Academy. The WIPO Academy is the core entity in WIPO for training and capacity-building activities, particularly for developing countries, LDCs and countries with economies in transition. The Academy acts as an in-house center of excellence on training, including professional training; a catalyst for networks and partnerships to expand the range and impact of training opportunities at the national level; an open-access on-line clearing house of information on all WIPO training activities, tools and services; and a hub of virtual network of partners, experts and teachers in development-oriented IP training. Beneficiaries of the WIPO Academy services include decision-makers, government officials, members of national intellectual property offices, professionals, executives, intellectual property practitioners, academics, students as well as institutions that support intellectual property training (IPTIs), universities, IP Offices, societies for collective management of rights, and international/regional/national organizations.

2. Purpose Statement

The incumbent is required to perform a variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the WIPO Academy programs.

The incumbent will be required to interact with a wide range of colleagues within the work unit, the Organization’s office support services and with officials outside the Organization to exchange standard information and provide routine administrative transactions.

3. Reporting Lines

The incumbent works under the supervision of the Administrative Assistant of the Executive Director of the WIPO Academy.

2. Duties and Responsibilities

The incumbent will perform the following principal duties:

a. Provide secretarial support to the Director-Advisor and the Senior Counsellor of the Management, Strategic Planning and Coordination Unit of the WIPO Academy.

b. Provide secretarial support, when necessary, to the other Programs of the Academy, particularly to the IPTIs project, ad-hoc and new initiatives determined by the Executive Director.

c. Draft standard correspondence; text process and format, using appropriate software, a variety of documents (official correspondence, tables, reports, presentations, publications, etc.); proofread for accuracy, grammar and style and ensure adherence to WIPO standards.

d. Provide administrative and logistics support for meetings, conferences, etc., including implementation of logistics, preparation of invitation letters, 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.

e. Initiate and follow up on administrative tasks in the computerized financial/travel/ procurement/human resources systems, including the administrative processing of consultants' contracts, travel authorizations and purchase requisitions.

f. Set up and maintain office files and reference systems according to applicable procedures; research, compile and organize information and reference materials from various sources for reports, correspondence, program plans.

g. Perform other duties as required.

3. Requirements

Education (Essential)

Completed secondary education.

Experience (Essential)

At least three years of office support experience.

Experience working with an ERP system.

Language (Essential)

Excellent knowledge of English.

Language (Desirable)

Knowledge of other UN official languages.

Job Related Competencies (Essential)

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

Competent user of Microsoft Office applications including Word, Excel, Outlook and PowerPoint and the internet, and the 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

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): 68,740 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.