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 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.
2. Duties and Responsibilities
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.
3. Requirements
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.
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