Executive Assistant
WIPO
Switzerland-CH-Geneva
vor 13 Tg.

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE : please note that the deadline for applications is indicated in local date and time.

a. Organizational Setting

The post is located in the Office of the Deputy Director General (ODDG), Copyright and Creative Industries Sector (CCIS).

The CCIS covers the Organization's programs on copyright and related rights. One of the main missions of the WIPO Copyright and Creative Industries Sector (CCIS) is to develop tools to facilitate broader access to and distribution of knowledge, information, and culture, including across borders, using an inclusive approach that benefits countries at all levels of development and all persons, with due regard to gender equity and equal opportunities for persons with disabilities.

At the same time, these tools should make it easier for authors, creators, and rights holders in all countries to obtain greater benefits from their copyrighted creations and works.

CCIS is committed to using these tools in an inclusive manner to allow least-developed and developing countries and countries with transitional economies to overcome the digital divide and benefit from the cross-

border effect through the use of digital technologies.

b. Purpose Statement

The incumbent provides support to the Deputy Director General and is responsible for the smooth running and functioning of the front office.

He / she is required to play a proactive role in the coordination of office and management support services throughout the sector, which involves undertaking and coordinating communications, meetings and administrative work and ensuring an efficient and quality flow of information.

c. Reporting Lines

The incumbent works under the overall supervision of the Deputy Director General, Copyright and Creative Industries Sector and under the guidance of the Senior Administrator.

d. Work Relations

The incumbent works in close collaboration with colleagues in the Divisions of the Sector and interacts extensively with work units throughout the Organization to initiate requests, obtain clearances, process and follow up on administrative actions and recommend process improvements.

The incumbent has frequent dealings with governments, permanent missions and other external parties to share information and confirm arrangements.

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, draw attention to urgent and important matters, establish internal procedures and tracking systems and circulate reports and documents within the sector as appropriate.

b. Ensure the sector’s filing and reference systems are maintained accessible and efficient and recommend improvements for sector-wide consistency.

c. Arrange appointments and maintain the Deputy Director General’s calendar; receive high-level visitors and respond courteously and in a timely manner to routine operational questions, including from Member States, diplomatic missions and delegates.

  • d. Prepare and draft official, routine and non-routine administrative correspondence based on research undertaken and knowledge of operational issues;
  • verify completed work of support administrative staff in other divisions and carry out quality control of all outgoing documents, ensuring accuracy and adherence to WIPO standards;
  • provide informal translations.

  • e. Organize travel and ensure all briefing materials for the Deputy Director General for official missions and high-level meetings are timely ready and complete;
  • maintain the travel and absence plan of the sector updated and available in the sector’s WIKI page to ensure proper communication and coordination.

    f. Monitor the sector’s accounts and propose relevant adjustments for optimal budget utilization; prepare and verify budget data, cost estimates, budget-

    related reports and statistics, as requested.

    g. Provide support on HR, procurement and budget related issues : and provide training and guidance on work processes and administrative procedures to new staff and consultants.

    h. Ensure the timely and accurate update of the sector websites, databases, and other information management systems, including WIKI, to guarantee a proper and efficient information flow within the Sector and the Organization.

  • i. Organize, coordinate and lead secretariat support services for internal and external meetings and conferences, including taking responsibility for the finalization of agenda, logistics, travel and accommodation, invitations, translation, publication and distribution of documents, financial arrangements;
  • take minutes and prepare related reports; follow up on required actions.

    j. Perform other related duties as required.

    Essential

    Completion of secondary education.

    Essential

    At least eight years of office support work experience, covering the organization and supervision of a whole range of office support and administrative activities.

    Experience working with an ERP system.

    Essential

    Excellent knowledge of written and spoken English and French.

    Desirable

    Knowledge of other UN official languages.

    Essential

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

    Excellent organizational and time management skills.

    Ability to work with minimum supervision.

    Ability to work collaboratively with colleagues to achieve objectives and generate positive results; ability to provide guidance to staff.

    Good drafting skills and ability to work with a high degree of accuracy and attention to detail.

    Ability to analyze information, identify problems and propose solutions to operational issues.

    Discretion and a sense of protocol, good judgment and initiative; ability to respond to requests from high-level visitors.

    Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the internet, and the ability to work with databases and 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.

    7.Seeing the big picture.

    8.Seeking change and innovation.

    9.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.

    Annual salary (Net of tax) : 81,421 CHF

    Please refer to for detailed information concerning salaries, benefits and allowances.

    Additional Information

  • 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.

    Language allowance

    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.

    Please click on the following links for thelist of and thelist of 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.

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