Roster - Senior 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 Senior 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 Senior 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 effective functioning of the Office through the coordination of executive priorities, stakeholder engagement activities, information flows and administrative operations.

b. Purpose Statement

The incumbent provides senior-level administrative, operational and coordination support to the Office, contributing to the effective management of executive priorities, stakeholder relationships and strategic workflows. Through the delivery of high-quality administrative services, proactive coordination and sound judgment, the incumbent facilitates decision-making processes and supports the achievement of organizational 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 Coordination and Office Management: Provide senior-level administrative and operational support to the Director General, Sector Lead, or designated senior managers, coordinating priorities, monitoring commitments, and ensuring the effective functioning of the Office.

b) Executive Calendar and Meeting Coordination: Manage complex schedules, high-level meetings and competing priorities, coordinate meeting logistics and documentation, and ensure timely follow-up on decisions, actions and commitments.

c) Correspondence and Executive Communications: Prepare, review and coordinate correspondence, reports, briefing materials, presentations and other executive documentation, ensuring accuracy, quality, confidentiality and timely delivery.

d) Stakeholder Engagement and Liaison: Serve as a key liaison with internal and external stakeholders, including with diplomatic missions and international organizations in Geneva, facilitating communication, coordination and the timely resolution of administrative and operational matters.

e) Travel, Events and Mission Coordination: Liaising with the Travel Unit, facilitate executive travel, missions, visits and events, ensuring effective logistical planning, protocol considerations and administrative support in accordance with applicable procedures.

f) Administrative, Financial and Resource Coordination: Facilitate administrative, budgetary, procurement, travel and workforce-related activities, monitor transactions and commitments, and support the preparation of reports and management information.

g) Information Governance and Records Management: Ensure the effective management of records, filing systems and information repositories, safeguarding sensitive information and promoting compliance with organizational standards and practices.

h) Process Improvement and Administrative Leadership: Identify opportunities to improve administrative processes and office practices, support the implementation of efficiencies, and provide guidance and knowledge sharing on administrative matters.

i) Perform other related duties as required.

3. Requirements

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least eight years of progressively responsible administrative, secretarial or executive support experience, including substantial experience supporting senior managers or executives in an international or multicultural environment.

Language (Essential)

Excellent knowledge of English or French and working knowledge of the other.

Language (Desirable)

Knowledge of another UN language, in particular Spanish.

Job Related Competencies (Essential)

Advanced organizational and planning skills.

Excellent drafting and communication skills.

Ability to manage complex priorities and competing deadlines.

Strong stakeholder engagement and coordination skills.

Proficiency in digital workplace, collaboration, and AI-enabled productivity tools.

Ability to exercise sound judgment and handle sensitive 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): 87,183 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.

___________________________________________________________________

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. Initial appointment is subject to satisfactory professional references.

Additional background checks may be required.