Roster - Administrative 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.

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

Education (Essential)

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.

Language (Essential)

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 AI-enabled productivity tools.

Ability to handle confidential information with discretion.

4. 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.

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): 79,603 CHF

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

Additional Information

* Initial fixed-term appointment of two years, renewable subject to satisfactory performance and other applicable conditions. The selected candidate's appointment will be subject to an overall term of five years in this position, with normally no possibility of renewal beyond that term. S/he may, however, apply and be considered for other positions at WIPO.

This is not applicable to WIPO staff members on fixed-term, continuing or permanent appointments, who were recruited following a competition under Staff Regulation 4.10 (“Appointment Boards”).

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. However, a limited international recruitment package may be applicable.

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 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.

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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 your identification and the degree(s)/diploma(s)/certificate(s) required for this position. WIPO recognizes higher educational qualifications obtained from institutions accredited/recognized in the World Higher Education Database (WHED), a list maintained by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed here: http://www.whed.net/. Some higher educational qualifications may not be listed in WHED, and will be reviewed on a case-by-case basis.

Additional testing/interviewing may be used as a form of screening. The initial appointment is subject to satisfactory professional references.

Additional background checks may be required.