Talent Acquisition Assistant

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 Employee Experience Unit of the Talent Management Service, Human Resources Management Department. The purpose of the Talent Management Service is to prepare a future-ready and skilled workforce. Through the effective recruitment, deployment, development and retention of WIPO's workforce, the Talent Management Service contributes to the delivery of an agile, innovative workforce whose performance is aligned with WIPO's short and long-term goals and where talent management delivers tangible results that positively affect staff engagement.

b.    Purpose Statement

The Employee Experience Unit supports this goal by designing and promoting talent management initiatives that focus on employees' needs, taking into account WIPO's business objectives and its diversity strategy. The unit also designs and implements a rigorous talent acquisition and outreach strategy so that WIPO attracts top talent from the widest possible talent pool and ensures the daily recruitment activities are carried out smoothly. The Talent Acquisition Assistant is required to perform a variety of office and HR related tasks to support the Employee Experience Unit and the Talent Management Service. Key pillars of work include: (i) support to talent acquisition activities; (ii) coordination of talent outreach initiatives; (iii) basic analysis of recruitment data; and (iii) generic office support.

c.    Reporting Lines

The incumbent will work under the supervision of the Talent Acquisition and Development Manager and works closely with other members of the Employee Experience Unit as well as the Talent Business Partners.

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Facilitate the WIPO recruitment activities by managing the recruitment platform (Taleo), written test platform (Vidcruiter), outreach platform (LinkedIn Recruiter) and other platforms used for internal and external recruitment. When necessary, participate in the WIPO selection process to facilitate the flow while ensuring compliance and impartiality.

b.   Consolidate the requests and needs raised by various stakeholders to better operate the daily recruitment activities, report them at internal meetings, and implement solutions for constant improvement of the Unit's recruitment service.

c.   Monitor the progress of active vacancies and follow-up on transactions that are behind the timeline in the KPIs, using the weekly updated Recruitment Dashboard.

d.   Serve as the main administrator of the WIPO generic recruitment email account (erecruit) and liaise with relevant stakeholders to provide and obtain responses as necessary.

e.   Serve as the main point of contact for WIPO's talent outreach activities. Under the overall guidance of the supervisor, coordinate outreach actions such as career fairs, social media campaigns and direct sourcing taking into account business requirements as well as gender and geographical diversity data. Oversee various engagements with service providers (such as LinkedIn) and maximize the added value of WIPO's talent outreach budget.

f.    Under the supervision of the Talent Acquisition and Development Manager, conduct analysis of recruitments to gain a deeper understanding of candidates' trend in the selection process; prepare draft inputs to the data requests coming from various parties, such as the senior management, other business units across WIPO and member states representations.

g.   Support the office management by raising travel requests for the Talent Management Service staff, replenishing office supplies, and preparing generic correspondences to inquiries.

h.   Coordinate with Procurement and Budget on contracts related to Talent Management. Issue purchasing orders and other contracts for purchasing goods, services, consultants, and outsourced agents for the Talent Management Service.

i.    Perform other related duties as required.

3.      Requirements

Education (Essential)

Completed secondary education with relevant diploma.

Experience (Essential)

At least five years of relevant work experience in the area of human resources, administrative and/or office support.

At least two years of experience in recruitment.

Experience (Desirable)

Experience with and knowledge of an ERP system, preferably PeopleSoft and Taleo.

Experience in using sourcing and assessment tools for recruitment, and interest to discover new tools coming up in the market.

Experience using Social Media platforms, notably Linked in, in the context of recruitment outreach.

Experience in using excel or other platforms for data analysis.

Language (Essential)

Excellent written and spoken knowledge of English.

Language (Desirable)

Knowledge of other UN official languages, particularly French.

Job Related Competencies (Essential)

Ability to provide excellent client service, proposing solutions and innovative ideas whilst remaining within the applicable rules, regulations and procedures.

Ability to work as part of a team and with a minimum level of supervision.

Demonstrated initiative and ability to anticipate needs and take a proactive approach.

Accuracy and attention to detail.

Ability to multitask and prioritize work effectively.

Absolute discretion in dealing with confidential matters.

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

Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint), social media tools (particularly LinkedIn) as well as the ability to adapt quickly to new tools.

4.      Organizational Competencies

1.    Communicating effectively.

2.    Showing team spirit.

3.    Demonstrating integrity.