Administrative Assistant

vor 4 Wochen

Geneve, Schweiz World Intellectual Property Organization Vollzeit

Administrative Assistant - 23005-FT_LT

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

Grade - G5

Contract Duration - 1 year (maximum cumulative length of 5 years) *

Duty Station : CH-Geneva

Publication Date : 12-Jan-2023 Application Deadline : 01-Feb-2023, 4:59:00 PM

This post is a limited-term fixed-term post.

**1. Organizational Context**
- **Organizational Setting**

The post is located in the Division for Latin America and the Caribbean (DLAC) within the Regional and National Development Sector (RNDS), which provides advisory services and manages the capacity building and technical assistance programs of the organization for Latin America and Caribbean countries.
- **Purpose Statement**

The incumbent is required to undertake and coordinate a full range of office support and administrative tasks, ensuring an efficient information flow and smooth running of the work of the DLAC.
- **Reporting Lines**

The incumbent works under the supervision of the Director of DLAC.

**2. Duties and Responsibilities**

The incumbent will perform the following principal duties:
**a. **Screen, record, assign and monitor incoming and outgoing mail, correspondence and other documents; recommend deadlines, coordinate responses and draw attention to urgent and important matters. Coordinate and provide administrative support for meetings, conferences, workshops and other events, including: planning agenda, and ensuring logístical, travel, and accommodation arrangements.

**c. **Prepare and draft official routine and non-routine administrative correspondence; carry out quality control of outgoing documents ensuring adherence to WIPO standards; provide informal translations; compile information on work unit activities for reporting purposes.

**d. **Track expenditures, in accordance with annual work plans, and make calculations, request funds, verify payments, make adjustments to optimize utilization of funds, consolidate budget data, update related tables and maintain related monitoring and reporting systems; participate in the preparation of the Program and Budget through advance use of digital tools.

**e. **Through advance use of digital tools, contribute to produce better results, optimize management performance, and facilitate change.

**f. **Provide administrative support for the preparation and updating of the program of activities of the Bureau, by performing, inter alia, the following tasks: (i) organizing and updating information on planned activities per type of activity, and per country/region involved; and (ii) supporting the preparation of financial estimations per activity and by subprograms and objects of expenditure.

**g. **Collect and analyze quantitative and qualitative data for business intelligence purposes.

**h. **Perform other related duties as required.

**3. Requirements**

**Education (Essential)**

Completed secondary education.

**Experience (Essential)**

At least five years of relevant work experience, including experience in office support.

**Experience (Desirable)**

Experience in an international environment.

**Language (Essential)**

Excellent knowledge of written and spoken English and Spanish.

**Language (Desirable)**

Knowledge of other UN languages, particularly French.

**Job Related Competencies (Essential)**

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

Ability to handle and protect confidential and sensitive data with integrity.

Ability to analyze information, identify problems and propose solutions.

Ability to manage and maintain the accuracy and integrity of documents and records management data.

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.

Excellent interpersonal skills and ability to communicate and maintain effective partnerships and working relations in a multicultural environment with sensitivity and respect for diversity.

Excellent digital literacy for information management, data collection and analysis.

Ability to effectively manage information, create engaging content, and participate in and lead outreach and training activities.

**4. Organizational Competencies**
- Communicating effectively.
- Showing team spirit.
- Demonstrating integrity.
- Valuing diversity.
- Producing results.
- Showing service orientation.
- Seeing the big picture.
- Seeking change and innovation.
- Developing yourself and others.

**5. Information**

**Annual salary (Net of tax): 77,571 CHF**

Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

**Additional Information**

This is not applicable to WIPO staff members on fixed-term, continuing or permanent appointments, who were recruited following a competition under Staff Regulation 4.10 (“Appointment Bo

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