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 IP for Business Division (IPBD), in the IP and Innovation Ecosystems Sector. The IPBD acts as the central reference point within WIPO for SME-related IP issues. The Division empowers enterprises to maximize their potential through intellectual property, including by delivering SME-related content and targeted tools that help businesses build IP strategies. The Division works with SMEs support institutions and other intermediaries and supports the development of innovation ecosystems, including by helping inventors access the patent system and developing the patent drafting profession.

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 work of the Division.

3. Reporting Lines

The incumbent works under the supervision of the Director of the Division.

The incumbent will perform the following principal duties\:

a.   Type 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 corporate standards, may prepare and format documents for Internet publication; checking and monitoring the records and documents produced by the Division.

b.   Provide office, administrative and logistics support for the meetings organized by the Division using the relevant WIPO systems and tools (including ticket booking, security clearance, AIMS, preparation of electronic authorizations);  prepare all correspondence extended to speakers, delegates and United Nations Development Program (UNDP) offices in each participating country;  coordinate the preparation, follow-up, reproduction and sending of documents and publications; organize receptions financed by the Organization in this context.

c.   Undertake background research on issues of interest to the Division, summarize the main issues in written notes or slide presentations to be used by members of the Division.

d.   Calculate and prepare standard cost estimates, e.g. printing requirements, consultancies, travel.

e.   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.

f.    Sort, register, route and process incoming mail and correspondence, monitor and follow up on pending actions and deadlines; Arrange appointments receive visitors, place and screen telephone calls and respond to routine requests for information.

g.   Provide support regarding general staff needs.

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least three years of general office support experience.

Experience (Desirable)

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

Language (Essential)

Excellent knowledge of written and spoken English.

Language (Desirable)

Knowledge of other official UN languages.

Job Related Competencies (Essential)

Excellent writing skills.
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.
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.

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)\:  CHF 5,728

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.

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.

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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.