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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 Travel and Mission Support Section (TMS), Central Services Division (CSD), Administration, Finance and Management Sector (AFMS).
The Section is responsible for the validation and certification of meeting expenses and travel arrangements of WIPO staff for their official travel and for the travel of third-party travelers (holders of Individual Contractor Service contracts (ICS), speakers, and financed delegates attending various meetings held in Geneva and abroad). The Section ensures that all arrangements comply with the Financial Regulations and Rules (FRR) and the Staff Regulations and Rules (SRR) of the Organization, and the travel policy for staff and third-party travelers. The Section is also responsible for the visa processing of staff and financed third party travelers, as well as the diplomatic privileges support (VAT exemption for staff goods and duty-free shop access for delegates).
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b.ย ย ย Purpose Statement
The incumbent is responsible for providing visa support services for staff and non-staff travelers. The incumbent also processes official requests for issuance of UN travel documents, such as UNLP applications and supporting letters. The role ensures compliance with UN procedures and host-country requirements, liaises with consulates and permanent missions, and provides guidance to travelers. The incumbent may perform limited certification functions as designated by the Controller, but the primary focus is visa support and administrative travel documentation processing.
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c.ย ย ย Reporting Lines
The incumbent reports to Head of Travel and Mission Support Section (TMS).
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d.ย ย ย Work Relations
The incumbent will liaise extensively with relevant internal business and technical stakeholders at all levels of the Organization. They will also work closely with external stakeholders, such as UN working groups, account managers, and onsite or remote consultants, to ensure effective coordination and delivery of visa and travel support services.
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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 Provide comprehensive visa support services for WIPO staff and third-party travelers, including preparing and processing visa applications, issuing support letters and attestations, and sharing up-to-date consular information.
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b.ย ย Draft and send routine correspondence - such as visa support letters - to Swiss/EU consular services and travelers, ensuring all communications meet established standards and requirements.
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c.ย ย Liaise with external stakeholders, serving as the primary contact with the Swiss Mission for specific cases, clarifying procedures, confirming requirements, and collaborating with the contracted visa provider (CIBT) to facilitate staff visa arrangements and certify note verbales as required.
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d.ย ย Manage requests for UN travel documents, including new UNLPs for staff and UN Certificates for non-staff, verifying documentation and ensuring compliance with UN travel document regulations.
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e.ย ย Maintain and update internal databases (e.g., LP Manager and related systems), ensuring data accuracy, integrity, and proper safekeeping and cancellation of travel documents in accordance with organizational procedures.
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f.ย ย ย Advise senior staff on diplomatic privileges, including tax-free procedures, and coordinate with customs offices to ensure all applicable protocols are followed.
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g.ย ย Regularly update the intranet page with relevant travel and visa information, proactively proposing improvements to enhance user experience and information accessibility.
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h.ย ย Monitor and maintain organized administrative records, tracking the status of pending tasks to ensure timely completion.
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i.ย ย ย Assist the Head of Section with research, documentation, and administrative matters related to travel and visa issues, including the preparation of reports.
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j.ย ย ย Provide general administrative support to the Travel and Mission Support team, including managing the generic inbox and processing filing requests.
k. Perform any other duties as required.
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3.ย ย ย ย ย Requirements