Associate Officer

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 Office of the Director, Department of Program Planning and Finance. The Department is responsible for providing managerial oversight and direction on strategic planning and financial management issues and for ensuring the effective implementation of the Organization's work program.

b.    Purpose Statement

The incumbent is responsible for providing technical and analytical support to the Director of the Department of Program Planning and Finance and to staff in the Office of the Controller, and for assisting in coordinating the work of the Department, ensuring effective organization of the workflow.

c.    Reporting Lines

The incumbent works under the supervision of the Director, Department of Program Planning and Finance.

d.    Work Relations

The incumbent maintains regular and extensive relations with staff across the Department and Sectors and areas throughout WIPO to ensure effective support and delivery of key initiatives.

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Assist the Director, Department of Program Planning and Finance, in drafting and coordinating the preparation of reports, briefing notes, proposals, information circulars related to the Financial Regulations and Rules, communications and correspondence on technical and administrative matters for the Office of the Controller.

b.   Support the Director in coordinating ad hoc projects and initiatives led by the Office of the Controller or to which the Office contributes.

c.   Support the Office of the Controller and WIPO's Sectors and areas in the organization and coordination of secretariat services for the Program and Budget Committee (PBC) meetings and events and for Assemblies related matters.

d.   Contribute to the analysis and research of technical topics, preparation of document and proposals related to cross-sectoral teams, working groups or taskforces of which the Controller, the Assistant Controller or other staff in the Office of the Controller are members.

e.   Contribute to the finalization of agenda, logistics, travel and accommodation, invitations, financial arrangements, preparation and distribution of documents; draft minutes and related reports of the PBC sessions; follow up on required actions.

f.    Conduct quality reviews of reports and official documents prepared for the purpose of the Program and Budget Committee.

g.   Draft speaker's notes for the Chair of the PBC and the Secretariat.

h.   Provide support for the Associate Officer - Secretariat of the PBC and other staff in the Office of the Controller to help ensure there is no capacity gap in the preparation of the PBC sessions and support to the Controller.

i.    Contribute to the review of policies and other regulatory content with a view of streamlining and decentralization.

j.    Contribute to the comparative analysis of the Financial Regulations and Rules with a view to developing proposals for their revision. Draft reports and briefing notes, as required, based on the analysis of the regulatory framework.

k.   Contribute to the follow-up and analysis of recommendations from oversight bodies to facilitate effective and timely implementation.

l.    Perform other related duties as required.

3.      Requirements

Education (Essential)

First-level university degree in business administration, finance, international relations or related discipline.

Education (Desirable)

Advanced university degree in a related area.

Experience (Essential)

At least three years of relevant professional experience in one of operations, administration and senior managerial/executive level support.

Language (Essential)

Excellent written and spoken knowledge of English.

Language (Desirable)

Knowledge of other official UN languages, especially of French.

Job Related Competencies (Essential)

Excellent analytical skills with the ability to identify and resolve potential issues.

Excellent drafting skills and the ability to work with a high degree of accuracy and attention to detail.

Discretion and a sense of diplomacy, judgment and initiative; ability to respond to requests from Member States.

Excellent time management and organizational skills with the ability to manage competing priorities with minimum supervision.

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

Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural with sensitivity and respect for diversity.

Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint), the internet, information management systems, and the ability to adapt quickly to new software.

4.      Organizational Competencies

1.