Associate Program Support 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.

1.      Organizational Context

a.  Organizational Setting

The post is located in the Projects Team, in the Regional and National Development Sector at WIPO. 

The Sector provides a diplomatic, political and operational gateway for all Member States (MSs) of the Organization; facilitating two-way communication and cooperation across WIPO; supporting MSs in the development and implementation of policy in the context of effective IP ecosystems; and strengthening the capacity of MSs and stakeholders in the use of IP as a tool for growth and development.  The RNDS Projects Team is a dynamic unit focused on delivering impactful, time-sensitive projects with strategic thinking and expertise.  The team ensures each project is customized to meet the specific needs of MS, driving lasting and transformative change for the beneficiaries. These activities are provided in close cooperation with relevant Sectors within WIPO. They are aimed at facilitating the use of IP by creators and innovators for social, cultural and economic development.

b.  Purpose Statement

The incumbent provides support to the effective implementation of the programs and activities under the RNDS Projects Team by assisting in the planning, monitoring, and coordination of project activities, supporting the financial administration of extra-budgetary resources, and performing a range of specialized administrative and operational tasks to facilitate the efficient delivery of the team’s work.

c.  Reporting Lines

The incumbent works under the supervision of the Manager, RNDS projects.

d.  Work Relations

The incumbent works closely with various internal stakeholders within RNDS Projects team and with other WIPO programs in the organization.

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.       Assist in monitoring the development of new projects by gathering and summarizing background information, analyzing the local context, and drafting initial inputs for project proposals and planning documents.

b.       Prepare and compile documentation to support project development, coordination, monitoring, and evaluation; carry out a variety of administrative and operational tasks related to the implementation of team activities, utilizing WIPO’s financial and administrative systems.

c.       Provide assistance in the financial planning, monitoring, and administration of extra-budgetary resources allocated for technical assistance programs managed by the team.

d.       Collect and analyze data to prepare reports, statistics, and summaries of the team activities to inform decisions; liaise with team members to ensure timely and accurate information updates and maintain relevant databases and information systems.

e.       Contribute to the drafting, reviewing, and revision of reports and documentation related to project assessments and the preparation of annual work plans and budgets.

f.        Coordinate secretariat and logistical support for meetings, committees, conferences, and travel arrangements, including the preparation of agendas, invitations, logistical notes, documents, cost estimates, and financial arrangements for participants.

g.       Support program officers in managing calendars and scheduling; receive visitors and respond to routine and substantive inquiries on the activities of the RNDS Projects team in a timely and professional manner.

h.       Perform other related duties as required.

3.      Requirements

Education (Essential)

First-level university degree in business administration or a related field.

Experience (Essential)

Relevant professional experience including experience obtained at the international level.

Experience with the administration of projects.

Experience with the administration of financial matters, data collection and analysis.

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

Language (Essential)

Excellent level of written and spoken English.

Language (Desirable)

Knowledge of other UN official languages.

Job Related Competencies (Essential)

Excellent organizational skills with the ability to plan and prioritize work effectively, manage competing demands, work within tight deadlines, and deliver quality results under pressure.

Ability to manage financial resources in accordance with applicable administrative and financial rules, regulations and procedures.

Ability to analyze information, identify problems and propose solutions.

Good drafting skills and ability to work with a high degree of accuracy and attention to detail, flexibility and initiative.

Ability to effectively use information technology tools and enterprise resource planning (ERP) systems to support administrative, financial, and programmatic tasks.

Excellent 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.

2.     Showing team spirit.

3.     Demonstrating integrity.

4.     Valuing diversity.