Divisional Coordinator Job Geneva area,Genf Switzerland,Administrative/Clerical

Location: Genf

Position

Divisional Coordinator, Council and Trade Negotiations Committee Division, WTO.

Job Overview

The role supports the Director and the Division in administrative and secretarial functions, ensuring efficient management of WTO meetings, publication processes and budget administration.

Responsibilities

Coordinate and supervise the secretarial team, including training, mentoring and performance evaluation, and participate in recruitment.

Perform full range of administrative and secretarial duties: develop and implement office procedures, address challenges, adapt procedures as needed.

Liaise with Secretariat staff, senior management and delegations (Ministers, Ambassadors) to coordinate document processing, ensure outgoing communications meet WTO format, and provide editorial assistance for reports and correspondence.

Maintain staff records, handle basic personnel issues, consult with managers and HR specialists, oversee absence/leave records, and manage hiring of interns and short‑term staff.

Assist in division budget administration, support the Director in budget planning, track financial commitments, monitor travel budget, and administer travel claims via the Mobilexpense application.

Support outreach activities and events organized by the Division.

Provide administrative support to divisional staff and the Director: receive calls, visitors, schedule appointments.

Monitor and update information of division activities and perform other duties assigned by the Director.

Organize the filing system, prepare correspondence and internal communications.

Convene, organize and service all bilateral, plurilateral and multilateral meetings, handle sensitive documents, support interpreters, coordinate document translation, reproduction and distribution, and provide administrative assistance to bodies serviced by the Division.

Required Qualifications

Completion of secondary school and/or secretarial or commercial school equivalent; specialized training in the secretarial field or proven secretarial expertise.
At least eight years of administrative and secretarial experience, preferably five years with international organisations or missions.
Experience working in a multicultural international environment; experience with missions or delegations such as WTO Members desirable.
Excellent knowledge of administrative and secretarial processes, documentation, meeting servicing and managerial priorities.
Ability to prioritise, plan, organise and multi‑task; strong attention to detail and proofreading skills.
Proficiency with Microsoft Office suite and willingness to learn other IT tools/platforms.
Drafting skills to write standard correspondence and notes.
Knowledge of and familiarity with administrative and financial rules and procedures, preferably in international organisation settings.
Communicative, collaborative and discreet; able to work under pressure, build relationships and supervise a team.
Excellent written and spoken English; working knowledge of French or Spanish is an advantage.

Equal Opportunity Statement

WTO is an equal opportunity and inclusive employer, welcoming applications from candidates irrespective of age, disability status, gender, nationality, race, religion, sexual orientation, social origin or any other characteristic.

Nationalities

Only applications from nationals of WTO Member states will be accepted.

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