Administrative Support Section, Patents and Technology Sector
Grade - P4
Contract Duration - 2 years *
Duty Station: CH-Geneva
Publication Date: 07-Mar-2019
Application Deadline: 03-Apr-2019, 11:59:00 PM
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 Administrative Support Section of the Patents and Technology Sector. The Administrative Support Section is responsible for providing expertise and support services to the organizational units in the Sector on programmatic, workforce and financial planning, implementation and monitoring, assessment and reporting in line with WIPO’s results based management framework.
b. Purpose Statement
The incumbent serves as the primary liaison with other Sectors and entities on administrative matters. The incumbent supports, and oversees the administration of, program activities and operations of the Sector, including program performance and budgeting, information technology and procurement, while also monitoring personnel and non-personnel related resource utilization. The incumbent provides management support to Divisions within the Sector, ensuring Sector compliance with WIPO’s policies, administrative procedures, instructions and guidelines. The incumbent supervises staff of the Section. The incumbent provides substantive management support and advice to the Deputy Director General of the Patents and Technology Sector.
c. Reporting Lines
The incumbent works under the supervision of the Deputy Director General.
2. Duties and Responsibilities
The incumbent will perform the following principal duties:
a. Lead and coordinate the Sector’s planning and budgeting processes in line with WIPO’s results based management framework, ensuring compatibility with work priorities and objectives, coherence and quality. Advise managers and provide substantive input towards the development and implementation of goals, objectives, policies, and priorities for the Sector; make recommendations for strategic planning and policy documents.
b. Oversee the preparation of biennial program and budget documents, WIPO performance reports, risk assessments and preparation of annual workplans. Provide support in monitoring the implementation of activities and in ensuring an effective utilization of financial and human resources, forecast expenditure, recommend and implement programmatic and budgetary adjustments, facilitate program assessment and reporting.
c. Monitor and evaluate the efficiency and effectiveness of service delivery methods, procedures and workflows within the Patents and Technology Sector and contribute to the development of organizational processes, procedures, information management and reporting systems and change management activities. Review and establish processes and recommend improvements as appropriate to ensure that business needs are met. Stay abreast of changes and implement new organizational policies as they become effective. Prepare and present reports and other correspondence.
d. Act as focal point for purchasing related issues, including the review and/or preparation of terms of reference for the acquisition of goods and services. Monitor the approval of purchase requisitions and ensure consistency and compliance with applicable regulations and policies.
e. Manage staff of the Section including evaluation of their performance. Lead, plan and control the Section’s work, determining priorities and allocating resources for the timely and quality delivery of work in accordance with commitments and results-based management principles.
f. Prepare, review and recommend agenda items for WIPO meetings and ensure completeness, accuracy, and consistency with applicable policies. Coordinate and consolidate inputs from relevant Divisions within the Sector in preparation for official meetings. Represent the Sector in internal and external meetings and facilitate resolution of issues.
g. Collect and compile Sector submissions for audits, coordinate and follow up on audit recommendations jointly with relevant Divisions to ensure effective and efficient implementation.
h. Contribute to the improvement of the Patent Cooperation Treaty (PCT) revenue management and other initiatives, including enhanced cooperation with relevant Divisions in other Sectors and external stakeholders, and streamlining processing, monitoring and forecast mechanisms.
i. Perform related duties as required.
Advanced university degree in public or business administration, finance, human resources management, international relations or related discipline. A first-level university degree in one of the afore-mentioned disciplines plus two years of relevant experience in addition to the experience required below may be accepted in lieu of an advanced university degree.
At least seven years’ relevant professional experience including experience in planning and budgeting, human resources management, finance and procurement. Experience working in an international environment.
Experience in results-based management.
Experience managing staff.
Experience working in a UN system organization.
Excellent written and spoken knowledge of English.
Good knowledge of other official UN languages, particularly French.
Job Related Competencies
Excellent knowledge of program administration, management and service delivery.
Knowledge of financial management and basic accounting principles.
Knowledge of human resources management and procurement principles.
Excellent analytical and problem-solving skills.
Ability to interpret, apply, and ensure compliance with applicable financial and human resources regulations and policies.
Ability to prepare clear and concise administrative, financial and program implementation reports.
Ability to work rapidly and accurately within strict time limits.
Excellent communication, presentation and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
Competent user of Microsoft Office applications (e.g. Word, Excel, Outlook, PowerPoint) and ERP systems.
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. Developing yourself and others.
Mobility:WIPO staff members are international civil servants subject to the authority of the Director General and may be assigned to any activities, office or duty station of the Organization. Accordingly, the selected candidate may be required to move from time to time to new functions and/or to another duty station.
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment. The post adjustment (cost of living allowance) is variable and subject to change without notice in accordance with the rates as set within the UN Common System for salaries and allowances. The figures quoted below are based on the March 2019 rate of 67.6%
Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations.
Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.
* Initial period of two years, renewable, subject to satisfactory performance. No fixed-term appointment or any extension hereof shall carry with it any expectancy of, nor imply any right to, (further) extensions or conversion to a permanent appointment.
This vacancy announcement may be used to fill other posts at the same grade with similar functions in accordance with Staff Rule 4.9.5.
Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.
The Organization reserves the right to make an appointment at a grade lower than that advertised.
By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.
In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.
Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.
Additional background checks may be required.