Ethics Assistant

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 WIPO Ethics Office, within the Sector of the Director General.

The WIPO Ethics Office is responsible for supporting the Director General to ensure that all WIPO personnel maintain the highest standards of ethics and integrity, as required by WIPO's regulatory framework, including the WIPO Convention, the WIPO Staff Regulations and Rules, the WIPO Code of Ethics, and the Standards of Conduct for the International Civil Service.

The objective of the Ethics Office is to promote an organizational culture of ethics based on shared values of independence, loyalty, impartiality, integrity, accountability and respect for human rights.

b.    Purpose Statement

The incumbent is required to proactively provide support to the WIPO Ethics Office, encompassing both day-to-day administrative functions and multi-faceted processes, in line with the Chief Ethics Officer's guidance, in areas such as human resources, IT, finance, outreach, and program and budget.

c.    Reporting Lines

The incumbent works under the direct supervision of the Chief Ethics Officer.

d.    Work Relations

The incumbent frequently liaises with internal stakeholders, including senior management, to provide information, clarification and guidance on relevant deadlines, procedures, and processes. In addition, the incumbent maintains regular contact with external stakeholders, including oversight entities.

Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Plan, coordinate, arrange and carry out a variety of administrative and operational support tasks and processes in areas such as human resources, IT, finance, program and budget, update databases, extract and compile data and information to support the preparation of program and budget documentation. Use digital tools (e.g., spreadsheets, ERP systems) and simple AI features (e.g., automated templates, data checks) to streamline reporting and documentation.

b.   Coordinate the organization of meetings and events, including logistical and travel arrangements, and the preparation of related correspondence and documentation.

c.   Provide general administrative support, including calendar and correspondence management, reception of visitors, handling and screening of emails, and monitoring of deadlines and follow-up actions. Leverage scheduling tools and automated reminders to manage deadlines effectively and reduce time spent on those activities while ensuring confidentiality.

d.   Assist in the preparation and finalization of annual and other (internal and external) reports, follow up on clearance process, coordinate with editing and translation services, and ensure timely publication of reports in multiple languages.

e.   Record, monitor and follow up on requests for confidential advice on ethical issues, ensuring accurate documentation and strict confidentiality, alert supervisor on urgent matters, maintain and update case tracking system and propose improvements to processes as necessary.

f.    Act as the administrative and technical focal point for financial disclosure exercises, including establishing and monitoring lists of filers, initiating disclosure exercises, maintaining access rights, providing guidance to filers, following up on status of submissions, liaising with IT services and external reviewer, and identifying and proposing enhancements to related workflows and systems. Ensure accurate data entry and use system features to track submissions and generate status reports.

g.   Provide support for the planning, development and implementation of outreach activities, liaising with internal and external stakeholders, preparing, upon request, materials and content for general or targeted audience, monitoring participation and proposing updates or improvements to the WIPO Ethics Office's Internet and Intranet pages. Use basic analytics tools to monitor engagement and suggest improvements.

h.   Perform other related duties as required.

Requirements

Education (Essential)

Completion of secondary education.

Education (Desirable)

Training in law, ethics, public administration, international relations, or a related field.

Experience (Essential)

At least five years of administrative or general office support experience. 

Experience working with an ERP system.

Experience working in administrative, legal, human resources, audit, investigation services or any other ethics-related functions.

Demonstrated experience using digital tools and basic AI-enabled applications to improve efficiency, such as automating routine tasks, managing data accurately and supporting online collaboration.

Experience (Desirable)

Experience working within the UN or public sector.

Language (Essential)

Excellent written and spoken English and working knowledge of French.

Language (Desirable)

Knowledge of other official UN languages.

Job Related Competencies (Essential)

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

Excellent drafting skills, ability to structure content and restitute information with a high degree of accuracy and meticulous attention to detail.

Strong interpersonal skills with ability to communicate clearly and compassionately, foster trust in emotionally charged situations.

Ability to maintain effective partnerships in diverse, multi-cultural environments.

Excellent organizational and time management skills and ability to work with minimum supervision and sense of initiative. 

Ability to handle and protect confidential and sensitive data with integrity, discretion and good judgment.

Practical ability to learn and apply new technologies in daily work.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), ERP systems, and ability to use online collaboration tools (Teams, SharePoint). Familiarity with basic AI-enabled features (e.g., automated formatting, data validation) and willingness to learn new tools quickly.

Demonstrated ability to organize, manage, and retrieve data effectively using electronic filing systems, spreadsheets, and databases; apply simple automation (e.g., formulas, templates) to improve accuracy. 

Ability to conduct data searches, compile information, and present findings clearly and accurately.

Organizational Competencies

1.     Communicating effectively.

2.     Showing team spirit.

3.     Demonstrating integrity.

4.     Valuing diversity.

5.     Producing results.

6.     Showing service orientation.

7.     Seeing the big picture.

8.     Seeking change and innovation.

9.     Developing yourself and others.

Information

Monthly salary (Net of tax):  6,634 CHF

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

Additional Information

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. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.

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 an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: Some professional certificates may not appear in the WHED and these will be reviewed individually.

_________________________________________________________________________

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.