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.

1.     Organizational Context

a.    Organizational Setting

The post is located in the Development Agenda Coordination Division (DACD) which is responsible for coordinating the implementation of the WIPO Development Agenda.  The Division serves as the Secretariat for the Committee on Development and Intellectual Property (CDIP), and facilitates its work in defining actions for the implementation of the Development Agenda recommendations and review of their implementation.  For this purpose, the Division also interfaces with internal and external stakeholders and promotes a better understanding of the WIPO Development Agenda and its benefits.

b.    Purpose Statement

The incumbent is required to undertake and coordinate a full range of office support and administrative tasks, ensuring an efficient information flow and smooth running of the work of the DACD.

c.    Reporting Lines

The incumbent works under the supervision of the Director of the Development Agenda Coordination Division (DACD).

d.    Work Relations

The incumbent works in close cooperation with the professional staff of the Division and maintains close contacts with work units throughout the Organization to initiate requests, obtain clearances, process and follow-up administrative actions.

The incumbent has frequent dealings with governments, 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.   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. Coordinate and provide administrative support for the Committee on Development and Intellectual Property (CDIP), meetings, conferences, workshops and other events, including: planning agenda, and ensuring logistical, travel, and accommodation arrangements.

b.   Carry out quality control of outgoing documents for accuracy, format, spelling, grammar and style ensuring adherence to applicable rules, regulations and procedures and corporate standards.

c.   Assist in preparing  official missions using the relevant electronic systems and tools (including ticket booking, security clearance, AIMS, preparation of electronic Travel Authorizations (TAs) in e-Work system, communicate with third-parties);  make official travel arrangements for financed lecturers and participants, prepare relevant electronic e-Event requests and TAs;  carry-out and monitor payments related to the organization of meetings and Individual Contractor Services commitments through the relevant system;  prepare cost estimates, budgets, commitment forms for all activities undertaken by the Department.

d.   Input, retrieve, structure and update information and data into/from various sources, update the work unit's databases;  support the Director in presentations and other meetings, preparing briefing notes, power point presentations and subject files, and gather relevant documentation.

e.   Maintain ongoing communications with visitors and staff members from other divisions and sectors; organize internal and external meetings;  welcome high-level officials from Permanent Missions and Countries under the responsibility of the Department.

f.    Provide administrative support for the implementation of Development Agenda projects and activities, by performing, inter alia, the following tasks:

(i) organizing and updating information on planned activities per type of activity, and per country/region involved;

(ii) maintaining record for the Development Agenda Projects' expenditure; and

(ii) supporting the preparation of financial estimations per activity and by subprograms and objects of expenditure.

g.   Arrange appointments, receive visitors, place and screen telephone calls and respond to routine requests for information.

h.   General staff needs (arrange offices and equipment, computer, phone, furniture, etc., filing, end-of-year greetings, etc.).

i.    Perform other related duties as required.

3.      Requirements

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least three years of general office support experience.

Experience working with an Enterprise Resource Planning (ERP) system.

Language (Essential)

Excellent knowledge of written and spoken English and French.

Language (Desirable)

Good knowledge of other official UN languages.

Job Related Competencies (Essential)

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

Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, ability to work effectively in a team.

Ability to draft routine correspondence and correct documents in accordance with established standards and requirements accuracy and ability to pay attention to detail.

Ability to handle and protect confidential and sensitive data with integrity.

Ease and tact in professional relations with visitors and staff at all levels.

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

Good 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.