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 is located in the WIPO Judicial Institute, IP and Innovation Ecosystems Sector (IES).  The WIPO Judicial Institute provides online and offline platforms for the exchange of IP information and practices of common concern among national and regional judiciaries;  supports Member States in strengthening the human and institutional capacities of the judiciary for IP adjudication;  conducts and coordinates research and studies on judicial systems and decisions on IP;  and develops and maintains the WIPO Lex database.

Coordinating with other vertical and horizontal WIPO sectors, IES is responsible for helping Member States develop their IP and innovation ecosystems to drive enterprise and economic growth.  IES is also responsible for providing support for researchers and innovators, as well as enterprises, including SMEs, in IP commercialization and otherwise using IP for business growth;  issues relating to the emergence of IP as an asset class;  and the development of advisory expertise in these and related areas, for example, in national IP strategies.

b.    Purpose Statement

The incumbent is required to perform a variety of administrative, secretarial and office support functions, contributing to the smooth and efficient work-flow of the WIPO Judicial Institute's activities.

c.     Reporting Lines

The incumbent works under the supervision of the Director, WIPO Judicial Institute.

d.    Work Relations

The incumbent interacts with a wide range of colleagues within WIPO to provide administrative and office support services, and has frequent contacts with national and regional judiciaries to share information and confirm arrangements.

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Coordinate responses to general inquiries from national and regional judiciaries regarding WIPO activities, referring complex queries to appropriate staff for follow up and drawing attention to urgent and important matters;  draft correspondence of a routine nature;  copyedit and format a variety of documents (internal memos, official correspondence, tables, reports, presentations, publications, etc.);  carry out quality control of outgoing documents for accuracy, grammar and style and ensure adherence to corporate standards;  and prepare documents for web publication including in WIPO Lex.

b.   Input, retrieve, structure and update information in the work unit's databases (e.g. national and regional judicial contacts and associated activities;  as well as internal coordination of judicial activities) and generate reports for statistical purposes through data visualization tools.

c.   Maintain the work unit's financial accounts and perform operations for authorizing and effectuating expenditures;  propose budget revisions;  consolidate budget data, compile statistics and data for reporting purposes;  and work closely with colleagues to help produce the work unit's work plans, and monitor the status and completion of work plans.

d.   Provide office, administrative and logistics support for meetings and conferences, including coordinating the implementation of logistics, compilation and distribution of working documents and other material;  make travel and hotel arrangements, prepare travel authorizations/claims for staff/participants and prepare cost estimates;  and draft minutes of internal meetings.

e.   Maintain the work unit’s calendar, monitoring and following up with professionals in the team on pending actions and deadlines.

f.    Monitor the work unit's generic email account, including responding to routine queries from external stakeholders, directing emails and following up on pending actions and deadlines as required.

g.   Perform other related duties as required.

3.      Requirements

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least five years of secretarial and administrative experience.

Experience (Desirable)

Experience working in an International Organization.
Experience working with an ERP system.

Language (Essential)

Excellent knowledge of written and spoken English and a good knowledge of French.

Language (Desirable)

Knowledge of other official UN languages, particularly Spanish.

Job Related Competencies (Essential)

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

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 work independently and as a member of a team.

Competent user of Microsoft Office applications including Word, Excel (including mail merger and pivot tables), Outlook and PowerPoint ability to work with databases and adapt quickly to new software. 

Excellent communication and interpersonal skills to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity;  courtesy and a sense of protocol to communicate with senior members of the judiciary.

4.      Organizational Competencies

1.     Communicating effectively.

2.     Showing team spirit.

3.     Demonstrating integrity.