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

a.         Organizational Setting

The post of Assistant is located in the Office of the Deputy Director General (ODDG), Regional and National Development Sector (RNDS).  The RNDS is responsible for WIPO's development programs, including coordination of the Development Agenda, coordination and promotion of the use of intellectual property for growth and development in developing, transition, and developed countries, and their relevant regions and sub-regions, and support to Least-Developed Countries (LDCs).  It also ensures an effective and coordinated Organization-wide response to requests for assistance as well as the timely and effective implementation of projects of strategic importance requested by Member States, through the RNDS Projects Team located in ODDG, RNDS.

b.         Purpose Statement

The incumbent is in charge of the smooth running and functioning of the Front Office of the Deputy Director General through handling, tracking and organizing correspondence, contacts, files, requests, documents, and meetings.

The incumbent works also closely with the members of the ODDG, and the RNDS Projects Team, particularly to assist them in the delivery of strategic projects, which focus on the use of intellectual property for development, responding to the needs of Member States and promoting the Organization's image and activities.

c.         Reporting Lines

The incumbent works under the supervision of the Deputy Director General of RNDS.

d.        Work Relations

The incumbent remains in constant contact with colleagues of the Sector and other Sectors within WIPO, and has frequent dealings with permanent missions and other external parties to share information and confirm arrangements.

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Handles and responds to inquiries from Member States, diplomatic missions and delegates as well as colleagues at all levels and welcomes visitors.

b.   Screens, records, assigns and monitors incoming and outgoing mail, correspondence and other documents; recommends deadlines, coordinates responses and draws attention to urgent and important matters, referring more complex issues to appropriate staff for follow up.

c.   organizes and prepares meetings on behalf of the Deputy Director General within and outside WIPO including hospitality and appointments with Ambassadors and high-level officials and delegates, prepares and checks necessary documentation, maintains calendar of meetings and appointments.

d.   liaises extensively with work units throughout the Organization to initiate requests, obtain clearances, process and follow up on administrative actions and recommend process improvements.

e.   provides orientation and guidance on procedures to staff and consultants.

f.    drafts correspondence of a routine nature and prepares, edits and proofreads correspondence and other documentation in English and French, ensures compliance with procedural instructions and checks completeness of documentation;  provides translations.

g.   organizes travel, logistical and accommodation arrangements on behalf of the Deputy Director General, including the preparation of cost estimates.

h.   coordinates and provides administrative support for meetings, conferences, workshops and other related events organized by the RNDS Projects Team, including planning agenda, ensuring all logistical, travel and accommodation arrangements; preparing and distributing official correspondence and related documentation.

i.    performs other related duties as required.

3.      Requirements

Education (Essential)

Completed secondary education or equivalent educational background.

Experience (Essential)

At least five years of secretarial and administrative experience at the level of the afore-mentioned duties.

Language (Essential)

Excellent knowledge of English and French.

Job Related Competencies (Essential)

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

Ability to work within the applicable rules, regulations, policies and procedures; familiarity with the Organization's activities.

Ability to work collaboratively with colleagues to achieve objectives and generate positive results.

Organizational skills with the ability to work under pressure and to respect deadlines, high degree of flexibility and initiative; good drafting 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; good judgement and initiative.

Courtesy, tact, complete discretion and a sense of protocol; ability to respond to requests from high-level visitors; aptitude for dealing with inquiries at all levels, both in-house and outside the Organization.

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.

4.      Organizational Competencies

1.         Communicating effectively.

2.         Showing team spirit.

3.         Demonstrating integrity.

4.         Valuing diversity.

5.         Producing results.