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Administrative Assistant (m/f)

 
 
 
 
 
 

Administrative Assistant - 18019-FT

Global Challenges Division, Department for Traditional Knowledge and Global Challenges, Global Issues Sector
Grade - G6
Contract Duration - 1 year*
Duty Station : CH-Geneva
Publication Date : 31-Jan-2018 Application Deadline : 21-Feb-2018, 10:59:00 PM
IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: please note that the deadline for applications is indicated in local date and time.

Organizational context

a. Organizational Setting

The post is located in the Global Challenges Division whose objective is to strengthen WIPO's position as the leading intergovernmental forum for addressing the intersection between intellectual property and global public policy issues. The division engages substantively with other UN and intergovernmental organizations, the private sector and civil society in order to lead and inform policy deliberations. It develops practical contributions to demonstrate the benefits of intellectual property in the search for solutions to major challenges facing humanity, including global health, climate change, biodiversity and food security.

b. Purpose Statement

The main role of the incumbent is to undertake and coordinate a full range of office and management support and administrative tasks, ensuring an efficient information flow and smooth financial administration of the division. The work involves providing administrative and logistical services related to the activities of the division, and the planning, organization and follow up of meetings and other events.

c. Reporting Lines

The incumbent works under the supervision of the Division Director.

d. Work Relations

The incumbent liaises extensively with work units throughout the Organization to initiate requests, obtain approvals/clearances, and to process and follow up on administrative matters. He/she is in contact with governments, permanent missions and other external parties to obtain/share information and confirm arrangements.

Requirements

Education

Essential
Completion of secondary education.

Experience

Essential
At least eight years of office support work experience covering a wide range of administrative activities, including financial work and the organization of meetings. Experience working with an ERP system.

Language

Essential
Excellent written and spoken knowledge of English or French.

Desirable
Knowledge of other UN official languages.

Job-related competencies

Essential
Ability to work within the applicable rules, regulations, policies and procedures.

Excellent organizational and time management skills.

Ability to work with minimum supervision.

Ability to work collaboratively with colleagues to achieve objectives and generate positive results; ability to provide guidance to staff.

Excellent drafting and proofreading skills and ability to work with a high degree of accuracy and attention to detail.

Ability to analyze information, identify problems and propose solutions to operational issues.

Discretion and a sense of protocol, good judgment and initiative; ability to respond to requests from high-level visitors.

Competent user of Microsoft Office applications including Word, Excel, Outlook and PowerPoint and the internet, and the ability to work with databases and learn quickly new software.

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

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): 81,421 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 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.

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.