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IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: please note that the deadline for applications is indicated in local time as per the time zone of the applicantโs location.
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1.ย ย ย Organizational Context
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a.ย ย ย Organizational Setting
The post is located in the WIPO Ethics Office, within the Sector of the Director General.
The WIPO Ethics Office is responsible for supporting the Director General to ensure that all WIPO personnel maintain the highest standards of ethics and integrity, as required by WIPOโs regulatory framework, including the WIPO Convention, the WIPO Staff Regulations and Rules, the WIPO Code of Ethics, and the Standards of Conduct for the International Civil Service.
The objective of the Ethics Office is to promote an organizational culture of ethics based on shared values of independence, loyalty, impartiality, integrity, accountability and respect for human rights.
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b.ย ย ย Purpose Statement
The incumbent is required to proactively provide support to the WIPO Ethics Office, encompassing both day-to-day administrative functions and multi-faceted processes, in line with the Chief Ethics Officerโs guidance, in areas such as human resources, IT, finance, outreach, and program and budget.
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c.ย ย ย Reporting Lines
The incumbent works under the direct supervision of the Chief Ethics Officer.
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d.ย ย ย Work Relations
The incumbent frequently liaises with internal stakeholders, including senior management, to provide information, clarification and guidance on relevant deadlines, procedures, and processes. In addition, the incumbent maintains regular contact with external stakeholders, including oversight entities.
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2.ย ย ย ย ย Duties and Responsibilities
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The incumbent will perform the following principal duties:
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a.ย ย Plan, coordinate, arrange and carry out a variety of administrative and operational support tasks and processes in areas such as human resources, IT, finance, program and budget, update databases, extract and compile data and information to support the preparation of program and budget documentation. Use digital tools (e.g., spreadsheets, ERP systems) and simple AI features (e.g., automated templates, data checks) to streamline reporting and documentation.
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b.ย ย Coordinate the organization of meetings and events, including logistical and travel arrangements, and the preparation of related correspondence and documentation.
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c.ย ย Provide general administrative support, including calendar and correspondence management, reception of visitors, handling and screening of emails, and monitoring of deadlines and follow-up actions. Leverage scheduling tools and automated reminders to manage deadlines effectively and reduce time spent on those activities while ensuring confidentiality.
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d.ย ย Assist in the preparation and finalization of annual and other (internal and external) reports, follow up on clearance process, coordinate with editing and translation services, and ensure timely publication of reports in multiple languages.
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e.ย ย Record, monitor and follow up on requests for confidential advice on ethical issues, ensuring accurate documentation and strict confidentiality, alert supervisor on urgent matters, maintain and update case tracking system and propose improvements to processes as necessary.
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f.ย ย ย Act as the administrative and technical focal point for financial disclosure exercises, including establishing and monitoring lists of filers, initiating disclosure exercises, maintaining access rights, providing guidance to filers, following up on status of submissions, liaising with IT services and external reviewer, and identifying and proposing enhancements to related workflows and systems. Ensure accurate data entry and use system features to track submissions and generate status reports.
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g.ย ย Provide support for the planning, development and implementation of outreach activities, liaising with internal and external stakeholders, preparing, upon request, materials and content for general or targeted audience, monitoring participation and proposing updates or improvements to the WIPO Ethics Officeโs Internet and Intranet pages. Use basic analytics tools to monitor engagement and suggest improvements.
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h.ย ย Perform other related duties as required.
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3.ย ย ย ย ย Requirements
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Education (Essential)
Completion of secondary education.
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Education (Desirable)
Training in law, ethics, public administration, international relations, or a related field.