Travel and Visa Assistant

Travel and Mission Support Section, Central Services Division, Administration, Finance and Management Sector

Grade - G5

Contract Duration - 1 year

Duty Station : CH-Geneva

Publication Date : 18-Nov-2025 Application Deadline : 03-Dec-2025, 4:59:00 PM


1.**Organizational Context**

a. **Organizational Setting**

The post is located in the Travel and Mission Support Section (TMS), Central Services Division (CSD), Administration, Finance and Management Sector (AFMS).

The Section is responsible for the validation and certification of meeting expenses and travel arrangements of WIPO staff for their official travel and for the travel of third-party travelers (holders of Individual Contractor Service contracts (ICS), speakers, and financed delegates attending various meetings held in Geneva and abroad). The Section ensures that all arrangements comply with the Financial Regulations and Rules (FRR) and the Staff Regulations and Rules (SRR) of the Organization, and the travel policy for staff and third-party travelers. The Section is also responsible for the visa processing of staff and financed third party travelers, as well as the diplomatic privileges support (VAT exemption for staff goods and duty-free shop access for delegates).

b. **Purpose Statement**

c. **Reporting Lines**

The incumbent reports to Head of Travel and Mission Support Section (TMS).

d. **Work Relations**

The incumbent will liaise extensively with relevant internal business and technical stakeholders at all levels of the Organization. They will also work closely with external stakeholders, such as UN working groups, account managers, and onsite or remote consultants, to ensure effective coordination and delivery of visa and travel support services.

2.**Duties and Responsibilities**

The incumbent will perform the following principal duties:
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b.**Draft and send routine correspondence - such as visa support letters - to Swiss/EU consular services and travelers, ensuring all communications meet established standards and requirements.

c.**Liaise with external stakeholders, serving as the primary contact with the Swiss Mission for specific cases, clarifying procedures, confirming requirements, and collaborating with the contracted visa provider (CIBT) to facilitate staff visa arrangements and certify note verbales as required.

d.**Manage requests for UN travel documents, including new UNLPs for staff and UN Certificates for non-staff, verifying documentation and ensuring compliance with UN travel document regulations.

e.**Maintain and update internal databases (e.g., LP Manager and related systems), ensuring data accuracy, integrity, and proper safekeeping and cancellation of travel documents in accordance with organizational procedures.

f.**Advise senior staff on diplomatic privileges, including tax-free procedures, and coordinate with customs offices to ensure all applicable protocols are followed.

g.**Regularly update the intranet page with relevant travel and visa information, proactively proposing improvements to enhance user experience and information accessibility.

h.**Monitor and maintain organized administrative records, tracking the status of pending tasks to ensure timely completion.

i.**Assist the Head of Section with research, documentation, and administrative matters related to travel and visa issues, including the preparation of reports.

j.**Provide general administrative support to the Travel and Mission Support team, including managing the generic inbox and processing filing requests.

**k.** Perform any other duties as required.

3.**Requirements**

Education (Essential)**

Completed secondary education or equivalent educational background.

Education (Desirable)**

Certification on consular compliance rules or visa procedures.

Experience (Essential)**

At least 5 years of experience in processing visas requests, UN official travel documents and diplomatic privileges, including substantial administrative and office support responsibilities.

Demonstrated experience working within an international organization or with a private sector visa services provider.

Proven track record of providing administrative support in a multicultural and diverse environment.

Experience (Desirable)**

Experience liaising with external stakeholders, such as Swiss Mission, embassies or consular offices.

Language (Essential)**

Excellent knowledge of written and spoken French and English languages is required.

Language (Desirable)**

Good knowledge of Spanish or other official UN or WIPO languages.

Job Related Competencies (Essential)**

Exceptional communication and interpersonal skills, with ability to build and maintain effective partnerships and working relations in a multicultural environment, demonstrating sensibility and respect for diversity.

Strong organizational and time management skills, with the capacity to prioritize multiple tasks and meet tight deadlines under pressure.

High level of client orientation, demons