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.

The post is located in the WIPO Judicial Institute, within the IP and Innovation Ecosystems Sector (IES). The WIPO Judicial Institute provides online and offline platforms for the exchange of IP information and practices of common concern among national and regional judiciaries; supports Member States in strengthening the human and institutional capacities of the judiciary for IP adjudication; conducts and coordinates research and studies on judicial systems and decisions on IP; and develops and maintains the WIPO Lex database.

Coordinating with other vertical and horizontal WIPO sectors, IES is responsible for helping Member States develop their IP and innovation ecosystems to drive enterprise and economic growth. IES is also responsible for providing support for researchers and innovators, as well as enterprises, including SMEs, in IP commercialization and otherwise using IP for business growth; issues relating to the emergence of IP as an asset class; and the development of advisory expertise in these and related areas, for example, in national IP strategies.

The incumbent is required to perform a variety of administrative, secretarial and office support functions, contributing to the smooth and efficient work-flow of the WIPO Judicial Institute’s activities.

The incumbent works under the direct supervision of the Director, WIPO Judicial Institute.

The incumbent interacts with a wide range of colleagues within the WIPO Judicial Institute and the IES to provide routine administrative and office support services, as well as with officials outside the Organization to exchange standard information and arrange participation in a variety of activities, including events organized by the WIPO Judicial Institute.

The incumbent will perform the following principal duties:

a.Draft standard correspondence; text process and format, using appropriate software, a variety of documents (internal memos, official correspondence, tables, reports, presentations, publications, etc.); carry out quality control of outgoing documents for accuracy, grammar and style and ensure adherence to corporate standards; and prepare documents for web publication including in WIPO Lex.

b.Input, retrieve, structure and update information in the work unit’s databases (e.g. national and regional judicial contacts as well as internal coordination of judicial activities).

c.Maintain the work unit’s accounts and perform operations for authorizing and effectuating expenditures; propose budget revisions; consolidate budget data, compile statistics and data for reporting purposes; and work with colleagues to produce the work unit’s work plans, and monitor the status and completion of work plans.

d.Initiate and follow up on administrative tasks in the computerized financial/travel/ procurement/human resources systems, including the administrative processing of travel authorizations and purchase requisitions.

e.Provide office, administrative and logistics support for meetings and conferences, including implementation of logistics, preparation of invitation letters, compilation and distribution of working documents and other material; make travel and hotel arrangements, prepare travel authorizations/claims for staff/participants and prepare cost estimates; and prepare minutes of internal meetings.

f.Sort, route and process incoming mail and correspondence; and monitor and follow up on pending actions and deadlines.

g.Arrange appointments; receive visitors, place and screen telephone calls; and respond to routine requests for information.

h.Monitor the work unit’s generic email account, including responding to queries from external stakeholders, directing emails and following up on pending actions and deadlines as required.

i.Perform other related duties as required.

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least three years of administrative and event management experience.

Experience (Desirable)

Experience working in an International Organization.
Experience working with an ERP system.

Language (Essential)

Excellent knowledge of written and spoken English and French.

Language (Desirable)

Knowledge of other official UN languages.

Job Related Competencies (Essential)

Ability to work within the applicable rules, regulations, policies and procedures.

Ability to draft routine correspondence and work with a high degree of accuracy and attention to detail, flexibility and initiative.

Ability to organize own work and prioritize assignments, under the guidance of the supervisor; ability to perform routine work independently; ability to work as part of a team.

Competent user of Microsoft Office applications including Word, Excel, Outlook and PowerPoint, as well as the internet, and the ability to work with databases and adapt quickly to new software.

Good communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity; ability to convey verbal information effectively and in an appropriate manner.

5. Information

Monthly salary (Net of tax): 5,728 CHF

Please refer toWIPO’s Staff Regulation and Rulesfor detailed information concerning salaries, benefits and allowances.

Additional Information

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

Temporary appointments are renewable, subject to continuing needs, availability of budget and satisfactory performance with a maximum cumulative length of two years.

Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged.

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.

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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.