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 position is located in the Traditional Knowledge Division. The Division facilitates international negotiations on intellectual property (IP) and genetic resources (GRs), traditional knowledge (TK) and traditional cultural expressions (TCEs) and undertakes a wide range of complementary capacity-building and technical assistance activities for the benefit of Member States, regional organizations and indigenous and local communities.

2. Purpose Statement

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

3. Reporting Lines

The incumbent works under the supervision of the Director of the Division or his/her delegate.

4. Work Relations

The incumbent interacts with a variety of colleagues from within the Division to exchange routine information and provide standard office support services, and with staff outside the Division and outside the Organization to obtain/give information closely related to the assignment.

The incumbent will perform the following principal duties\:

a.   Draft standard correspondence; text process and format, using appropriate software, a variety of documents (official correspondence, tables, reports, presentations, publications, etc.) in line with corporate standards; proofread for accuracy, grammar and style and ensure adherence to corporate standards; photocopy, scan, collate and distribute completed documents.

b.   Input, retrieve, structure and update selected information and data into/from various sources (e.g. databases, Intra-/Internet, office files, etc.); present results in standard format.

c.   Set up and maintain office files and reference systems according to established procedures; research, compile and organize information and reference materials from various sources for reports, correspondence, program plans; assemble files for meeting purposes according to specific instructions.

d.   Sort, register, route and process incoming mail and correspondence; monitor and follow up on pending actions and deadlines.

e.   Receive and refer telephone calls and visitors; respond to routine requests for information; arrange appointments and meetings; prepare information files for supervisor/s.

f.    Initiate, view and track a variety of administrative transactions in the computerized financial / travel / procurement / human resources systems.

g.   Provide logistics support for meetings, workshops and other events; make travel and hotel arrangements; collect travel documents.

h.   Perform other secretarial tasks of the Division as required.

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least three years of office support work experience.

Experience (Desirable)

Experience working with an ERP system.

Language (Essential)

Excellent knowledge of written and spoken English.

Language (Desirable)

Knowledge of other official UN languages (French and/or Spanish, in particular).

Job Related Competencies (Essential)

Ability to work within the applicable rules, regulations and procedures.
Ability to organize own work, prioritize assignments and complete tasks rapidly, under the guidance of the supervisor/s; ability to work as part of 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.
Accuracy and ability to pay attention to detail. 
Ability to convey verbal information effectively and in an appropriate manner. 
Discretion.
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, procedures and systems. 
Good communications 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.