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 WIPO Appeal Board (WAB), Office of the Assistant Director General, Administration and Management Sector. The WIPO Appeal Board is an administrative body with staff participation established by the Director General to advise him or her whenever a staff member, a former staff member or a duly qualified beneficiary to the rights of a deceased staff member, appeals against a decision taken under Staff Regulation 11.4, or a disciplinary decision taken under Staff Rule 10.1.2.

b.    Purpose Statement

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

c.    Reporting Lines

The incumbent reports to the Secretary of the WAB.

d.   Work Relations

The incumbent interacts with a wide range of colleagues within the WAB and with immediate clients within the Organization to provide routine administrative and office support services and with officials outside the Organization to exchange standard information.

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Receive and record submissions related to appeals; set up and maintain file folders (in electronic and paper format) and reference systems according to applicable procedures; research, compile and organize information and reference materials from various sources for reports, correspondence, program plans.

b.   Input, retrieve, structure and update information and data into/from various sources; update the WAB databases and monitor the status and completion of cases; prepare statistical data on appeals.

c.   Sort, register, route and process incoming mail and correspondence; monitor and follow up on pending actions and deadlines.

d.   Draft correspondence from the WAB according to specific instructions; proofread for accuracy, grammar and style and ensure adherence to corporate standards.

e.   Provide office, administrative and logistics support for meetings of the WAB, including implementation of logistics, preparation of invitation e-mails, text processing, compilation and distribution of working documents and other material; prepare invoices for payment of deliverables.

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

g.   Perform other related duties as required.

3.      Requirements

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least three years of office support experience.

Experience (Desirable)

Experience in the secretariat of an internal appeal board or comparable body, or in a law firm, or in a legal office in the public/private sector.

Language (Essential)

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

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.