Roster - Administrative Assistant

Job Description
- Roster
- Administrative Assistant (26255-_ROS)

World Intellectual Property Organization (WIPO)

Grade - G5

Contract Duration - 2 years (maximum cumulative length of 5 years) *

IMPORTANT NOTICE REGARDING Final date to receive applications:
Please note that the Final date to receive applications is indicated in local time as per the time zone of the applicant’s location.

This roster will be used to fill limited-term fixed-term positions.

This roster will serve to ensure a pipeline of qualified candidates for Administrative Assistant positions within the Office of the Director General or the Office of a Sector Lead at WIPO.

Applications will be reviewed by the relevant hiring office. Candidates found suitable may be contacted and invited to participate in further assessment.

The roster may be used during the next two years when Administrative Assistant opportunities become available.

Due to the large number of applications received, only candidates found suitable for further assessment may be contacted.

1.
Organizational Context

a.
Organizational Setting

The World Intellectual Property Organization (WIPO) is the United Nations agency dedicated to innovation and creativity. Through intellectual property, WIPO supports inventors, creators, entrepreneurs and communities around the world in transforming ideas into impact, fostering economic growth, cultural development and sustainable solutions to global challenges. WIPO offers a diverse, inclusive and collaborative working environment where colleagues from around the world contribute to meaningful initiatives with global reach.

The job is located in the Office of the Director General or in the Office of a Sector Lead. The Office supports executive leadership in setting strategic direction, overseeing the delivery of organizational priorities, and fostering collaboration across the Organization and with external stakeholders. The incumbent plays a key role in supporting the smooth functioning of the Office by ensuring effective administrative coordination, information management and operational support.

b.
Purpose Statement

The incumbent provides high-quality administrative, operational and coordination support to the Office, contributing to the effective management of priorities, information and workflows. Through the delivery of efficient administrative services, stakeholder coordination and office support, the incumbent facilitates the smooth functioning of the Office and supports the achievement of its objectives.

c.
Reporting Lines

The incumbent works under the direct supervision of a designated Officer.

2.
Duties and Responsibilities

The incumbent will perform the following principal duties:

a) Executive and Administrative Support: Provide administrative and operational support to the Director General, Sector Lead, or designated senior managers, ensuring the efficient coordination of office activities, priorities, and workflows.

b) Calendar and Meeting Management: Manage schedules, appointments, and meeting arrangements, coordinate logistics and documentation, and monitor follow-up actions arising from meetings and decisions.

c) Correspondence and Document Management: Prepare, process, and manage correspondence, reports, presentations, and other official documents, ensuring accuracy, quality, confidentiality, and timely distribution.

d) Stakeholder Coordination and Client Services: Serve as a point of contact for internal and external stakeholders, facilitating communication, information exchange, and the delivery of responsive administrative support.

e) Travel, Events and Mission Support: Liaising with the Travel Unit, facilitate travel, missions, visits, and events by arranging the required logistical and administrative support in accordance with applicable procedures.

f) Administrative, Financial and Resource Support: Support administrative, budgetary, procurement, travel, and workforce-related activities, including the preparation, processing, and monitoring of transactions and related documentation.

g) Process Improvement and Knowledge Sharing: Contribute to the continuous improvement of administrative processes and office practices, and support knowledge sharing to enhance operational efficiency and service delivery.

h) Perform other related duties as required.

3.
Requirements

Completion of secondary education.

Experience (Essential)

At least five years of relevant administrative or secretarial experience, preferably supporting senior managers or executives in an international or multicultural environment.

Excellent knowledge of English. Working knowledge of another UN language.

Job Related Competencies (Essential)

Strong organizational and planning skills.

Excellent drafting and communication skills.

Ability to manage multiple priorities simultaneously.

Strong client-service orientation.

Good knowledge of digital workplace, collaboration, and…