Associate Services 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 position is located in the International Union for the Protection of New Varieties of Plants (UPOV).

In accordance with the UPOV Convention, the main objectives of UPOV are (i) to provide and develop the legal, administrative and technical basis for international cooperation in plant variety protection; (ii) to assist States and organizations in the development of legislation and the implementation of an effective plant variety protection system; and (iii) to enhance public awareness and understanding of the UPOV system of plant variety protection. UPOV’s Secretariat is the Office of the Union which carries out all the duties and tasks entrusted by its governing body:  the UPOV Council.

b.    Purpose Statement

The incumbent acts as an Associate Services Support Officer and is responsible for providing comprehensive customer support for UPOV Services to assist UPOV members in implementing the UPOV system of plant variety protection.  The incumbent also provides support for the management and implementation of UPOV activities, including Funds-in-Trust initiatives.

c.    Reporting Lines

The incumbent works under the supervision of the Vice Secretary-General.

d.    Work Relations

The incumbent interacts with a wide range of colleagues within the UPOV Office, the World Intellectual Property Organization (WIPO), UPOV members, stakeholders, international experts and external providers.

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Provide technical and administrative support for the development and implementation of UPOV Services, materials, and projects, in particular UPOV e-PVP and its components (UPOV PRISMA, PLUTO Database, Administrative and DUS Report Exchange Modules);

b.   Monitor and follow-up on legal, technical and financial inquiries concerning UPOV services and projects, forwarding to and/or liaising with relevant colleagues to help ensure the timely resolution of problems;

c.   Identify issues or areas of improvement in the customer support workflow management system for UPOV services; make recommendations to the Director of Legal Affairs and the Head of IT for possible enhancements and provide analysis on user request trends by documenting customer support knowledge;

d.   Review and provide inputs for documents submitted by external users, update information by consulting colleagues and users, and prepare documents for publication;

e.   Provide support for managing UPOV databases, in particular the PLUTO plant variety database, including administrative and technical support for contributors and users;

f.    Collect and analyze data, prepare statistics and summary documentation, and compile information in support of the development, monitoring, and evaluation of UPOV services, projects and activities;

g.   Organize meetings, events and awareness-raising activities, and draft materials to support users of UPOV services and the management and implementation of Funds-in-Trust initiatives;

h.   Provide administrative and process support for financial matters, including procurement actions, the management of records of receipts and invoices, and payment processing. Track and monitor expenditures for the management of UPOV activities, including Funds in Trust initiatives;

i.    Perform such other related duties as required.

3.      Requirements

Education (Essential)

First-level university degree in business administration, management, economics or equivalent disciplines.

Education (Desirable)

Successful completion of UPOV distance learning courses DL-205 “Introduction to the UPOV System of Plant Variety Protection Under the UPOV Convention”.

Certification in Plant Taxonomy.

Experience (Essential)

At least three years of proven professional experience in service support management for technical platforms and management of service support knowledge.

Experience in providing support in the management and implementation of activities.

Experience (Desirable)

Experience in organizing awareness raising activities concerning plant breeders’ rights.

Experience in the Finance/Administrative modules, including Procurement and Travel in an ERP system.

Language (Essential)

Excellent knowledge of written and spoken English.

Language (Desirable)

Knowledge of French and of languages relevant for UPOV services and activities.

Job Related Competencies (Essential)

Demonstrated ability to take ownership of issues and initiatives, driving them through to resolution with a proactive approach.

Excellent analytical thinking with capacity to address evolving customer needs and feedback and propose appropriate solutions and improvements to ensure exceptional customer service.

Excellent skills in planning, coordination, and delivery of services, with the ability to work under pressure and to respect deadlines, high degree of flexibility and initiative.

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

Demonstrable knowledge of services relevant for plant variety protection or equivalent disciplines.

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

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