Assistant

Division for Latin America and the Caribbean, Department for Development Cooperation, Regional and National Development Sector

Grade - G4

Contract Duration - 1 year

CH-Geneva

16-Jan-2025

30-Jan-2025, 10:59:00 PM

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.

1. Organizational Context

a. Organizational Setting

The post is located in the Division for Latin America and the Caribbean (DLAC), Department for Development Cooperation, Regional and National Development Sector at WIPO. The Sector provides a diplomatic, political and operational gateway for all Member States (MSs) of the Organization; facilitating two-way communication and cooperation across WIPO; supporting MSs in the development and implementation of policy in the context of effective IP ecosystems; and strengthening the capacity of MSs and stakeholders in the use of IP as a tool for growth and development. The Regional Division for Latin America and the Caribbean is the focal point for the provision of technical assistance and capacity building programs to the 33 WIPO MSs from Latin America and the Caribbean region (LAC). These activities are provided in close cooperation with relevant Sectors within WIPO. They are aimed at facilitating the use of IP by businesses and innovators for social, cultural and economic development.

b. Purpose Statement

The incumbent will be required to perform a variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the Division.

c. Reporting Lines

The incumbent works under the supervision of the Director of the Division for Latin America and the Caribbean and in collaboration with more senior Program Officers/ Counsellors.

d. Work Relations

The incumbent liaises extensively with other programs throughout the Organization.

2. Duties and Responsibilities

The incumbent will perform the following principal duties:

1. Provide office, administrative and logistics support for events, including implementation of logistics, preparation of invitation letters, text processing, compilation and distribution of working documents and other material; make travel and hotel arrangements for WIPO-financed experts and participants; processing related administrative actions in the computerized financial/travel/human resources systems; prepare cost estimates.
2. Prepare and draft standard official correspondence, Memoranda, tables, reports and presentations; text process and format using appropriate software; proofread for accuracy, grammar and style and ensure adherence to corporate standards.
3. Research, compile and organize information and reference materials from various sources for reports, correspondence, program plans, including the preparation of statistics and the updating of the Division databases; make recommendations for improvements; set up and maintain office files and reference systems according to applicable procedures.
4. Sort, register, route and process incoming mail and correspondence; monitor and follow up on pending actions and deadlines.
5. Maintain the travel plan of the Division and make travel arrangements for missions of the staff of the Division, including the Director, Division for Latin America and the Caribbean.
6. Arrange appointments and maintain the program officials' calendars; receive visitors and respond in a timely manner to general inquiries on the activities of the work unit (in-person, telephone, e-mail), referring more complex issues to appropriate staff for follow up; administer generic mailboxes.
7. Perform other related duties as required.

3. Requirements

Completion of secondary education with relevant diploma or equivalent qualifications.

Experience (Essential)

At least three years of office support experience including experience in finance or budgeting.

Experience working with an Enterprise Resource Planning (ERP) system, preferably PeopleSoft.

Experience in program or project design and management, results-based management and cooperation for development.

Experience of working in a UN common system organization, and in a multi-cultural environment.

Excellent knowledge of written and spoken English.

Spanish given engagement with countries in Latin America and the Caribbean as well as other UN 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.

Good numerical skills.

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 to new software.

Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.

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.

The Organization reserves the right to make an appointment at a grade lower than that advertised.

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).

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.