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.

This post is a limited-term fixed-term post.

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 (iv) generic office support.

c.    Reporting Lines

The incumbent will work under the supervision of the Talent Acquisition and Development Manager.

d.    Work Relations

The incumbent works in close collaboration with:

-  Talent Business Partners and other HR colleagues within the Employee Experience Unit.

-  Hiring Managers across WIPO’s sectors and programs to coordinate recruitment activities.

-  Administrative Support Staff for scheduling and logistical arrangements.

-  External Stakeholders, including candidates, assessment providers, and recruitment vendors.

-  Internal Committees, such as interview panels and selection boards, ensuring compliance
   with WIPO’s recruitment policies.

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. Coordinate the job posting process, from internal approval to the dissemination of the vacancy notices and ensure that all vacancy announcements are consistent and fully compliant with the WIPO standards.

b.   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. When necessary, participate in the WIPO selection process to facilitate the flow while ensuring compliance and impartiality.

c.   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.

d.   Support WIPO's classification exercises by preparing documentation for the Classification Committee, organizing ICSC training activities, ensuring compliance and updating job descriptions for all staff, responding to staff queries on job descriptions, and maintaining related records.

e.   Support WIPO’s talent outreach activities. Under the guidance of the supervisor, propose and coordinate outreach actions such as career fairs, social media campaigns and direct sourcing / engagements taking into account business requirements, the evolving technological developments (including AI) as well as gender and geographical diversity data. Oversee various engagements with service providers (such as LinkedIn) and assist in the best use of WIPO’s talent outreach budget to maximize its impact.

f.    Support the supervisor with basic data collection and analyses. Compile vacancy opening information, extract candidate applications, and prepare basic recruitment statistics for reporting to various internal and external stakeholders.

g.   Contribute to the development and implementation of streamlined recruitment processes and optimization of the talent acquisition module in the Human Resources Information System.

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

i.    Coordinate with Procurement and Budget on contracts related to Talent Management. Based on input from the supervisor, issue purchasing orders and other contracts for purchasing goods, services, consultants, and outsourced agents for the Talent Management Service.

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 with and knowledge of an ERP system.

Experience (Desirable)

Experience using PeopleSoft and/or Taleo with Administrator access.

Experience in using sourcing and assessment tools for recruitment, and interest in discovering new tools coming up in the market including those leveraging AI.

Experience using Social Media platforms, notably LinkedIn, 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.