1. Organizational Context
a. Organizational Setting
The post is located in the Office of the Deputy Director General (ODDG), Copyright and Creative Industries Sector (CCIS). The CCIS covers the Organization's programs on copyright and related rights.. One of the main missions of the WIPO Copyright and Creative Industries Sector (CCIS) is to develop tools to facilitate broader access to and distribution of knowledge, information, and culture, including across borders, using an inclusive approach that benefits countries at all levels of development and all persons, with due regard to gender equity and equal opportunities for persons with disabilities. At the same time, these tools should make it easier for authors, creators, and rights holders in all countries to obtain greater benefits from their copyrighted creations and works. CCIS is committed to using these tools in an inclusive manner to allow least-developed and developing countries and countries with transitional economies to overcome the digital divide and benefit from the cross-border effect through the use of digital technologies.
b. Purpose Statement
The incumbent provides support to the Office of the Deputy Director General and is required to perform a variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.
c. Reporting Lines
The incumbent works under the direct supervision of the Senior Administrator of the Sector and the overall supervision of the Deputy Director General, Copyright and Creative Industries Sector.
d. Work Relations
The incumbent works in close collaboration with colleagues in the three Divisions and interacts with immediate clients within the Organization to provide routine administrative and office support services and with officials outside the Organization to exchange standard information.
2. Duties and Responsibilities
The incumbent will perform the following principal duties:
a. Initiate and follow up on administrative tasks in the computerized financial/travel/ procurement/human resources systems, including the administrative processing of consultants' contracts, vacancy announcements, travel authorizations, purchase requisitions, etc.
b. Draft standard correspondence; text process and format, using appropriate software, a variety of documents (official correspondence, tables, reports, presentations, publications, etc.); proofread for accuracy, grammar and style and ensure adherence to corporate standards; may prepare and format documents for Internet publication.
c. Input, retrieve, structure and update information and data into/from various sources; manage and update the work units databases and management reporting systems, including the sector WIKI different sites, and monitor the status and completion of workplans.
d. Set up and maintain office files and reference systems according to applicable procedures; research, compile and organize information and reference materials from various sources for reports, correspondence, program plans.
e. Sort, register, route and process incoming mail and correspondence; monitor and follow up on pending actions and deadlines.
f. Arrange appointments; receive visitors, place and screen telephone calls and respond to routine requests for information.
g. Provide administrative support for the WIPO Awards Program, including ordering medals and trophies, and preparation and dissemination of reply letters.
h. Provide office, administrative and logistics support for meetings, committees, conferences, etc., including implementation of logistics, preparation of invitation letters, text processing, 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; take and prepare minutes and/or notes of internal meetings.
i. Calculate and prepare standard cost estimates, e.g. printing requirements, consultancies, travel); keep track of the budget/expenditure of the work unit.
j. Perform other related duties as required.
3. Requirements
Education (Essential)
Completed secondary education.
Experience (Essential)
At least three years of office support experience. Experience working with an Enterprise Resource Planning (ERP) system.
Language (Essential)
Excellent knowledge of written and spoken English.
Language (Desirable)
Good knowledge of French and any other UN official languages.
Job Related Competencies (Essential)
Ability to work within the applicable rules, regulations and procedures.
Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines; ability to work effectively in a team.
Ability to draft routine correspondence and correct documents in accordance with established standards and requirements; accuracy and ability to pay attention to detail.
Competent user of Microsoft Office applications including Word, Excel, Outlook and PowerPoint and the internet, and the ability to work with databases and adapt quickly 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.
4. Organizational Competencies
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.