Administrative Assistant

Tags: UNDP Russian English Spanish language Environment
  • Added Date: Thursday, 04 May 2023
7 Steps to get a job in the United Nations

ย 

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE:ย  please note that the deadline for applications is indicated in local time as per the time zone of the applicantโ€™s location.

ย 

This post is a limited-term fixed-term post.

ย 

ย 

1. ย ย ย  Organizational Context

ย 

  1. Organizational Setting

    ย 

    The post is located in the Professional Development Program of the WIPO Academy.

    ย 

    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.

    ย 

    Beneficiaries of the WIPO Academy services include decision-makers, government officials, officials of national intellectual property offices and societies for collective management of copyright and related rights, intellectual property practitioners, academics, students and other stakeholders.

    ย 

    The Professional Development Program offers every year a series of specialized advanced training courses on various aspects of intellectual property for the benefit of government officials and in cooperation with national or regional IP institutions, national organizations for the management of copyright and related rights, intergovernmental organizations and other stakeholders.

    ย 

    1. Purpose Statement

      ย 

      The incumbent provides administrative support to the activities of the Professional Development Program.

      ย 

      1. Reporting Lines

        ย 

        The incumbent works under the supervision of the Head of the Professional Development Program.

        ย 

        1. Work Relations

          ย 

          He/she liaises extensively with units within the Organization to initiate requests, obtain clearances, process and follow-up on administrative actions and recommend process improvements. The incumbent has frequent dealings with governments, and other external parties to share information and confirm arrangements.

          ย 

          ย 

          ๐Ÿ“š ๐——๐—ถ๐˜€๐—ฐ๐—ผ๐˜ƒ๐—ฒ๐—ฟ ๐—›๐—ผ๐˜„ ๐˜๐—ผ ๐—š๐—ฒ๐˜ ๐—ฎ ๐—๐—ผ๐—ฏ ๐—ถ๐—ป ๐˜๐—ต๐—ฒ ๐—จ๐—ก ๐—ถ๐—ป ๐Ÿฎ๐Ÿฌ๐Ÿฎ๐Ÿฏ! ๐ŸŒ๐Ÿค ๐—ฅ๐—ฒ๐—ฎ๐—ฑ ๐—ผ๐˜‚๐—ฟ ๐—ก๐—˜๐—ช ๐—ฅ๐—ฒ๐—ฐ๐—ฟ๐˜‚๐—ถ๐˜๐—บ๐—ฒ๐—ป๐˜ ๐—š๐˜‚๐—ถ๐—ฑ๐—ฒ ๐˜๐—ผ ๐˜๐—ต๐—ฒ ๐—จ๐—ก ๐Ÿฎ๐Ÿฌ๐Ÿฎ๐Ÿฏ ๐˜„๐—ถ๐˜๐—ต ๐˜๐—ฒ๐˜€๐˜ ๐˜€๐—ฎ๐—บ๐—ฝ๐—น๐—ฒ๐˜€ ๐—ณ๐—ผ๐—ฟ ๐—จ๐—ก๐—›๐—–๐—ฅ, ๐—ช๐—™๐—ฃ, ๐—จ๐—ก๐—œ๐—–๐—˜๐—™, ๐—จ๐—ก๐——๐—ฆ๐—ฆ, ๐—จ๐—ก๐—™๐—ฃ๐—”, ๐—œ๐—ข๐—  ๐—ฎ๐—ป๐—ฑ ๐—ผ๐˜๐—ต๐—ฒ๐—ฟ๐˜€! ๐ŸŒ

          โš ๏ธ ๐‚๐ก๐š๐ง๐ ๐ž ๐˜๐จ๐ฎ๐ซ ๐‹๐ข๐Ÿ๐ž ๐๐จ๐ฐ: ๐๐จ๐ฐ๐ž๐ซ๐Ÿ๐ฎ๐ฅ ๐“๐ž๐œ๐ก๐ง๐ข๐ช๐ฎ๐ž๐ฌ ๐ก๐จ๐ฐ ๐ญ๐จ ๐ ๐ž๐ญ ๐š ๐ฃ๐จ๐› ๐ข๐ง ๐ญ๐ก๐ž ๐”๐ง๐ข๐ญ๐ž๐ ๐๐š๐ญ๐ข๐จ๐ง๐ฌ ๐๐Ž๐–!

          2.ย ย ย ย ย  Duties and Responsibilities

          ย 

          The incumbent will perform the following principal duties:

          ย 

          a.ย ย  Arrange, coordinate and assist administrative preparations for training courses, meetings, workshops held face-to-face or online. This includes the preparation of training budgets for individual courses, making arrangements for travel, booking of accommodation, processing security clearances and making financial arrangements for participants, speakers and consultants. Liaise with UNDP on the payment of daily subsistence allowance (DSA), terminal expenses and travel arrangements, where appropriate.

          ย 

          b.ย ย  Review registered applications for training and assist on pre-selection of candidates, based on established procedures and instructions; establish lists of candidates for the selection process for approval by the Head of the Program and the Executive Director of the Academy. Coordinate with the Distance Learning Program of the Academy. Prepare and draft certificates to successful course participants.

          ย 

          c.ย ย  Act as first point of contact for partner institutions or external stakeholders involved in organizing, conducting of or attending training courses, including government representatives of countries hosting courses, participants, tutors, speakers and consultants. Liaise with partner institutions on joint funding and implementation of training courses and follow-up on the financial contributions of each cooperating institution. Monitor the utilization of funds received from partner institutions.

          ย 

          d.ย ย  Administer and maintain the pool of experts and the virtual platform of the Professional Development Program to ensure efficient collaboration among partner institutions. Track the progress of assignments and projects to be submitted by the participants after the offering of the training courses. Liaise with the tutors assigned to the participants to ensure smooth communication and follow-up.

          ย 

          e.ย ย  Prepare and draft official and administrative non-standard correspondence, including communication to candidates / participants, speakers and consultants; carry out quality control of outgoing documents for accuracy, format, grammar and style in accordance with applicable WIPO guidelines and standards; finalize correspondence for signature/clearance. Maintain records of correspondence, including correspondence emanating from Permanent Missions and Member States.

          ย 

          f.ย ย ย  Monitor the Programs accounts and carry out operations required for authorizing and effectuating expenditures under all types of funding; consolidate budget data, update tables, databases and systems, prepare cost estimates, process administrative forms (e.g. purchase requisitions, travel authorizations), reconcile invoices and follow-up with concerned work units on related administrative actions and payments; propose solutions to issues identified; prepare budget-related reports and annual statistics and support the preparation of program and budget and workplan documentation.

          ย 

          g.ย ย  Organize assessment of training courses through evaluation questionnaires and surveys to measure the expectations of participants, the effectiveness of the courses and overall impact of the courses for the offices.

          ย 

          h.ย ย  Assist in the establishment and maintain the Program's filing and archiving systems, ensuring information is up to date and efficiently and effectively used; maintain detailed records/files of all administrative actions.

          ย 

          i.ย ย ย  Input and update data in training databases; compile data on training applications for statistical purposes and prepare reports.ย  Make mission arrangements for the Head and other professional staff of the Program, including making flight and hotel reservations, obtaining visas, etc.

          ย 

          j.ย ย ย  Convene meetings, distribute agendas and relevant background information to participants, and reserve meetings rooms with appropriate facilities.

          ย 

          k.ย ย  Perform other duties as required.

          ย 

          ย 

Recommended for you