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.

a.    Organizational Setting

The post is located in the Patent and Technology Law Division (PTLD), Patents and Technology Sector (PTS). The Division is responsible for the implementation of WIPO's strategic goals particularly concerning the balanced evolution of the international normative framework for intellectual property in the area of patents, trade secrets, technology, and protection of layout designs of integrated circuits. The Division is also responsible for providing legislative and policy assistance to Member States in the design and implementation of balanced legislative, regulatory and policy frameworks in these and related areas.

b.    Purpose Statement

The incumbent undertakes a full range of office support and administrative tasks in support of the programs and activities envisaged in the Division, ensuring an efficient information flow and smooth running of the work of the Division.

c.    Reporting Lines

The incumbent works under the supervision of the Senior Assistant of PTLD.

a.    Work Relations

The incumbent liaises with areas throughout the Organization to initiate requests, obtain clearances, process and follow up on administrative actions.

The incumbent will perform the following principal duties:

a.   Arrange appointments and maintain the supervisor's calendar; receive visitors and serve as reference point on the activities of the work unit, responding in a timely manner to substantive questions.

b.   Screen, record, assign and monitor incoming and outgoing mail, correspondence and other documents, recommend and track deadlines, coordinate responses and draw attention to urgent and important matters.

c.   Prepare and draft official routine and non-routine administrative correspondence; carry out proofreading and quality control of outgoing documents for accuracy, format, spelling, grammar and style ensuring adherence to corporate standards;  compile briefing materials for the supervisor and other staff of the Sector and information on activities for reporting purposes.  Ensure office coverage; coordinate services with other assistants in the Sector; provide orientation and guidance on procedures to staff and consultants.

d.   Ensure the Division’s filing and reference systems are maintained and accessible; review the efficiency and make recommendations for improvements;  ensure the update of databases and other information management systems;  gather, consolidate and present information/data on specific topics.

e.   Organize and coordinate meetings, committees, conferences, etc. and lead secretariat support services, including\: planning of agenda, implementation of logistics, preparation of invitation circulars/letters, compilation, translation, publication and distribution of documents, preparation of cost estimates and financial arrangements for participants.

f.    Prepare and consolidate budget data and update databases; prepare cost estimates, process administrative actions in the computerized financial/travel/human resources systems and follow up with concerned work units;  support the preparation of program and budget and workplan documentation.

g.   Provide support to all Sections of the Patent and Technology Law Division.

h.   Perform other related duties as required.

Education (Essential)

Completed secondary education.

Experience (Essential)

At least three years of office support experience.

Experience working with an ERP system.

Language (Essential)

Excellent written and spoken knowledge of English.

Language (Desirable)

Good knowledge of French and/or Spanish.

Knowledge of other UN official languages.

Job Related Competencies (Essential)

Ability to work within the applicable rules, regulations, policies and procedures. Ability to analyze information, identify problems and propose solutions.

Good drafting skills and ability to work with a high degree of accuracy and attention to detail, flexibility and initiative.

Excellent time management and organizational skills; ability to work independently and as a member of a team.

Highly developed service orientation; ease and tact in dealing with visitors and staff of all levels. Absolute discretion and a sense of protocol.

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

Competent user of Microsoft Office applications including Word, Excel, Outlook and PowerPoint, and the ability to adapt quickly to new software as well as the responsible use of AI.

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 of the Organization. Accordingly, the selected candidate may be required to move from time to time to new functions.

Annual salary (Net of tax):  72,512 CHF

Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

Additional Information

* Initial fixed-term appointment of one year, renewable subject to satisfactory performance and other applicable conditions.  The selected candidate's appointment will be subject to an overall term of five years in this position, with normally no possibility of renewal beyond that term.  S/he may, however, apply and be considered for other positions at WIPO.

This is not applicable to WIPO staff members on fixed-term, continuing or permanent appointments, who were recruited following a competition under Staff Regulation 4.10 (“Appointment Boards”).

Dependency allowances

7,939 CHF per year for dependent spouse;  6,398 CHF per year for each dependent child.

Language allowance

Arabic, Chinese, English, French, German, Japanese, Korean, Portuguese, Russian and Spanish\: 4,788 CHF per year for two of these languages, and 3,192 CHF per year for one of them.  The allowance is not payable for the mother tongue or the main working language of the staff member.  The grant of this allowance is subject to examination.

General Service posts are generally subject to local recruitment.  Staff in the General Service category is recruited in the host country or within reasonable commuting distance of the Headquarters.

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.

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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 your identification and the degree(s)/diploma(s)/certificate(s) required for this position. WIPO recognizes higher educational qualifications obtained from institutions accredited/recognized in the World Higher Education Database (WHED), a list maintained by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed here\: http\://www.whed.net/. Some higher educational qualifications may not be listed in WHED, and will be reviewed on a case-by-case basis.

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.