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 IP for Business Division (IPBD), in the IP and Innovation Ecosystems Sector. The IPBD acts as the central reference point within WIPO for SME-related IP issues. The Division empowers enterprises to maximize their potential through intellectual property, including by delivering SME-related content and targeted tools that help businesses build IP strategies. The Division works with SMEs support institutions and other intermediaries and supports the development of innovation ecosystems.

b.    Purpose Statement

The incumbent is required to perform a variety of administrative duties and office support functions contributing to the smooth and efficient running of the work of the Division.

c.    Reporting Lines

The incumbent works under the supervision of the Director of the Division.

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Type standard correspondence, text process and format, using appropriate software, a variety of documents (official correspondence, tables, reports, presentations, publications, etc.), proofread for accuracy, grammar and style and ensure adherence to corporate standards, may prepare and format documents for Internet publication; checking and monitoring the records and documents produced by the Division.

b.   Provide office, administrative and logistics support for the meetings organized by the Division using the relevant WIPO systems and tools (including ticket booking, security clearance, AIMS, preparation of electronic authorizations);  prepare all correspondence extended to speakers, delegates and United Nations Development Program (UNDP) offices in each participating country;  coordinate the preparation, follow-up, reproduction and sending of documents and publications; organize receptions financed by the Organization in this context.

c.   Undertake background research on issues of interest to the Division, provide editorial support in English, summarize the main issues in written notes or slide presentations to be used by members of the Division.

d.   Calculate and prepare standard cost estimates, e.g. printing requirements, consultancies, travel.

e.   Set up and maintain office files and reference systems according to applicable procedures, research, compile and organize information and reference materials from various sources for reports, correspondence, program plans.

f.    Sort, register, route and process incoming mail and correspondence, monitor and follow up on pending actions and deadlines; Arrange appointments receive visitors, place and screen telephone calls and respond to routine requests for information.

g.   Provide support regarding general staff needs.

3.      Requirements

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least three years of general office support experience.

Experience (Desirable)

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

Language (Essential)

Excellent knowledge of written and spoken English.

Language (Desirable)

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.

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 multicultural 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.

6.    Showing service orientation.

7.    Seeing the big picture.

8.    Seeking change and innovation.

9.    Developing yourself and others.