Administrative Assistant

Job Description - Administrative Assistant (24418-FT)

Administrative Assistant - 24418-FT

Office of the Legal Counsel, Administration, Finance and Management Sector

Grade - G5

Contract Duration - 1 year *

Duty Station

CH-Geneva

Publication Date

20-Jan-2025

Application Deadline

07-Feb-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 Office of the Legal Counsel (OLC). OLC is responsible for providing legal advice and assistance to the Director General, to the bodies of WIPO Member States and to the Secretariat on constitutional, administrative, contractual, and general legal matters and in respect of the depository functions of WIPO-administered treaties, in harmony with statutory requirements and applicable law.

b. Purpose Statement

The Administrative Assistant provides executive assistance to the Legal Counsel, Deputy Legal Counsel and undertakes and coordinates the communications, meetings and administrative work of the Office, ensuring an efficient information flow. The incumbent also provides assistance to other members of OLC consistent with the duties listed below, while remaining under the general supervision of the Legal Counsel. The incumbent is required to provide advice and guidance on procedural and administrative requirements, and identify and recommend related process improvements for OLC, contributing to the smooth and efficient running of the Office.

c. Reporting Lines

The incumbent works under the supervision of the Legal Counsel, with input from the Deputy Legal Counsel.

2. Duties and Responsibilities

The incumbent will perform the following principal duties:

1. Analyze and manage a large and diversified volume of sensitive, complex and confidential correspondence and documentation; establish and implement internal procedures and tracking systems; determine priorities, monitor and follow up on deadlines and coordinate responses; circulate reports and documents within OLC as appropriate.
2. Prepare and draft official and non-routine administrative correspondence. Proofread draft replies prepared by others. Process and format text, using appropriate software, for a variety of documents (official correspondence, documents required for WIPO Governing body meetings, the discharge of depositary functions etc.) in line with corporate standards; photocopy, collate and distribute completed documents.
3. Ensure OLC’s filing and reference systems are maintained, accessible and efficient and recommend improvements for Office-wide consistency; coordinate the timely update of OLC databases and other information management systems; gather, consolidate and present information/data on specific topics for reporting purposes.
4. Monitor OLC’s accounts and propose relevant adjustments for optimal budget utilization; prepare and verify budget data, cost estimates, program and budget-related reports and statistics; support the coordination and preparation of program and budget and workplan documentation; process administrative actions in the computerized financial/travel/human resources systems.
5. Make travel arrangements for staff and non-staff missions, including cost estimates, hotel bookings, flight reservations via CWT, visa requests and undertake other travel-related administrative processes. Organize travel and prepare briefing materials and other documentation for the Deputy Legal Counsel and other OLC staff for official missions.
6. Assist with recruitment-related administrative processes and requests, including the establishment of TORs, the submission of the appropriate online forms post-recruitment and of the necessary requisitions in AIMS in relation to an ICS or agency worker.
7. Manage and update the list of memoranda of understanding/agreements concluded by WIPO with third parties in a database; using the tracking system established for that purpose, review and monitor incoming documentation and follow up with internal units of the Organization that have not provided a signed copy of that documentation following OLC’s clearance.
8. Provide advice to the Head of the Contracts and General Legal Section on compliance of world maps to be published by WIPO in accordance with UN standards.
9. Under the supervision of the Chief Compliance Officer, undertake relevant open-source searches to determine whether the identity of individuals correspond to those subject to UN sanctions.
10. Prepare and process documentation for the submission of pleadings to the WIPO Appeal Board and the ILO Administrative Tribunal within prescribed deadlines.
11. Assist lawyers of the Administrative Law Section in gathering, storing, and analyzing information related to cases as required.
12. Perform other related duties as required.

3. Requirements

Completion of secondary education.

Certificate in paralegal studies.

Experience (Essential)

At least five years of office support work experience, covering the organization of a wide range of secretarial and administrative actions.

Experience working with information management systems.

Experience working with an ERP system.

Excellent knowledge of written and spoken English.

Excellent knowledge of other official UN languages, especially French.

Job Related Competencies (Essential)

Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint), the internet, information management systems, and the ability to 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.

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

Excellent time management and organization skills with the ability to manage competing priorities with minimum supervision.

Excellent drafting skills and ability to work with a high degree of accuracy and attention to detail. Good analytical skills with the ability to identify and resolve potential issues.

Tact, discretion and the ability to maintain confidentiality.

1. Communicating effectively.
2. Showing team spirit.
3. Demonstrating integrity.
4. Producing results.
5. Showing service orientation.
6. Seeing the big picture.
7. Seeking change and innovation.
8. Developing yourself and others.

5. Information

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.

* Initial period of one year, renewable, subject to satisfactory performance. No fixed-term appointment or any extension hereof shall carry with it any expectancy of, nor imply any right to, (further) extensions or conversion to a permanent appointment.

Dependency allowances

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

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.

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

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