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.

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

1.     Organizational Context

1. Organizational Setting

    

   The post is located in the Madrid Operations Division, Madrid Registry of the Brands and Designs Sector.  The Madrid Registry is responsible for the management and evolution of the Madrid System for the International Registration of Marks.  The Madrid System is a one-stop solution for registering and managing trademarks worldwide.

    

   1. 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 running of the work of the Madrid Operations Division, including the coordinated administration of all sub-units of the Division.

       

      1. Reporting Lines

          

         The incumbent works under the supervision of the Director, Madrid Operations Division, Madrid Registry.

          

         1. Work Relations

             

            The incumbent liaises extensively with diverse organizational units to initiate requests, obtain clearances, process and follow up on administrative actions.

             

             

            2.      Duties and Responsibilities

             

            The incumbent will perform the following principal duties:

             

            a.   Screen, record, assign and monitor incoming and outgoing mail, correspondence and other documents;  recommend deadlines, coordinate responses and draw attention to urgent and important matters.

             

            📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

            ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

            b.   Arrange appointments and maintain the supervisor's calendar;  receive visitors and respond in a timely manner to general inquiries (in-person, telephone, email) on the activities of the work unit, referring more complex issues to appropriate staff for follow up;  administer generic mailboxes.

             

            c.   Prepare and draft official and administrative correspondence;  carry out quality control of outgoing documents for accuracy, format, spelling, grammar and style ensuring adherence to corporate standards;  provide informal translations into/from French;  compile information on work unit activities for reporting purposes;  prepare briefing materials for supervisor for missions and meetings.

             

            d.   Control the work units' accounts and perform operations for authorizing and effectuating expenditures;  propose adjustments for optimal budget utilization;  consolidate budget data, compile statistics, prepare reports and update databases;  prepare cost estimates, process administrative actions in the computerized financial/travel/human resources systems and follow up with concerned work units;  support the preparation of program and budget and work plan documentation;  support invoice management of the flexible working force.

             

            e.   Maintain the travel plan of the Division;  make travel arrangements for missions, financed participants of events and fellows;  prepare cost estimates;  draft related memoranda and correspondence;  process administrative forms;  monitor travel undertaken and track use of funds.

             

            f.    Ensure the work unit's filing and reference systems are maintained and accessible;  review the efficiency and make recommendations for improvements;  update websites, databases and other information management systems;  gather, consolidate and present information/data on specific topics.

             

            g.   Coordinate and provide administrative support for meetings, conferences, workshops and other events and maintenance of WIKI pages, including:  planning agenda, ensuring logistical, travel and accommodation arrangements;  preparing and distributing official correspondence and related documentation, ensuring translation and publication, support working space management.

             

            h.   Assign and coordinate the work of junior/temporary staff, establishing work priorities and ensuring equitable workloads;  provide orientation and guidance on procedures to staff and consultants.

             

            i.    Perform other related duties as required.

             

             

            3.      Requirements

             

            Education (Essential)

            Completion of secondary education.

             

            Experience (Essential)

            At least five years of office support experience.