Coordination Assistant

 

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 Setting

    

   The post is located in the Coordination Unit of the Support Section, PCT Translation Division, PCT Services Department, Patents and Technology Sector.

    

   The PCT Translation Division is responsible for delivering high-quality publication-ready translation in relation to patent applications filed under the Patent Cooperation Treaty (PCT).  In particular, the PCT Translation Division is responsible for the translation of scientific, technical and legal documents, mainly the abstracts of international patent applications and scientific, technical and legal reports relating to the patentability of inventions. 

    

   The Support Section is responsible for providing logistical and terminology support to the activities of the Division, in particular with regard to the building and publishing of the PCT multilingual terminology database of scientific and technical terminology and, in the Coordination Unit, the distribution and tracking of translation and quality control work.

    

2. Purpose Statement

    

   The incumbent is required to carry out a range of complex coordination support functions relating to the processing of and payment for translation-related activities in a high volume and high budget environment.

    

3. Reporting Lines

    

   The incumbent works under the supervision of the Head of the Coordination Unit.

    

    

 

The incumbent will perform the following principal duties\:

 

a.   Track the use of funds by the PCT Translation Division with regard to the outsourcing of PCT translations. Participate in the preparation of related program and budget evaluation reports.

 

b.   Check invoices and perform receipting of batches of translations returned by external suppliers; enter information in the computer-based system for the authorization of payment by financial services when required.

 

c.   Prepare tables and maintain detailed statistics on all translation- and quality control-related activities relating to all suppliers, both external and in-house. Participate in the preparation of related reports.

 

d.   Serve as central point of liaison with other departments and external suppliers in the resolution of a variety of complex matters concerning the work unit. Administer generic mailboxes and respond to queries in a timely manner.

 

e.   Based on planning schedules and within determined time-limits\: distribute in-house translation and quality control documents and follow up as required; distribute documents to external suppliers according to specific criteria in each case and follow up as required. Forward unusual or contentious issues to the supervisor.

 

f.    Guide the work of lower level staff related to coordination and procedural matters. Participate in internal meetings to provide information and input towards improving internal work processes and workflows.

 

g.   Perform other related tasks as required.

 

 

 

Education

Essential

Secondary education with relevant diploma.

 

Experience

Essential

At least eight years of relevant work experience including solid experience in finance, accounting or related area.

 

Desirable

Experience in formalities processing of patent/trademark/industrial design applications.

 

Language

Essential

Excellent written and spoken knowledge of one and good knowledge of a second PCT publication language (one of which is English), among the following\:  Arabic, Chinese, French, German, Japanese, Korean, Portuguese, Russian or Spanish.

 

Desirable

Knowledge of other PCT publication languages.

 

Job Related Competencies

Essential

Knowledge of general accounting principles.

Ability to prepare reports on financial and other data.

Ability to work within the rules, regulations and procedures governing the area of work.

Ability to work to pre-defined deadlines in an organized and logical manner while maintaining meticulous attention to detail.

Good IT skills for data management and data search.

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

Good communication skills, both oral and written.

Ability to work on own initiative and with a marked sense of team work and shared responsibility.

Highly adaptable to new environments, tasks and demands.

Excellent interpersonal skills and ability to maintain effective partnerships and working relations in a multicultural environment with sensitivity and respect for diversity. 

 

 

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.

 

 

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)\:  82,234 CHF

 

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

 

Additional Information

 

Initial period of one year, renewable, subject to satisfactory performance.  No fixed-term appointment or any extension hereof shall carry with it any expectancy of, nor imply any right to, (further) extensions or conversion to a permanent appointment.

 

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.