Administrative Assistant

vor 2 Wochen

Genève, Schweiz World Intellectual Property Organization Vollzeit

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, 4:59:00 PM

**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:
**a.**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.

**b.**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.

**c.**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.

**d.**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.

**e.**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.

**f.**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.

**g.**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.

**h.**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.

**j.**Prepare and process documentation for the submission of pleadings to the WIPO Appeal Board and the ILO Administrative Tribunal within prescribed deadlines.

**k.** Assist lawyers of the Administrative Law Section in gathering, storing, and analyzing information related to cases as required.

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

**3.**Requirements**

**Education (Essential)**

Completion of secondary education.

**Education (Desirable)**

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 (Desirable)**

Experience working with an ERP system.

**Langua

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