Join to apply for the Assistant - 25311-FT_LT role at World Intellectual Property Organization – WIPO
International Classifications and Standards Division, Infrastructure and Platforms Sector
Contract Duration - 1 year (maximum cumulative length of 5 years) *
Duty Station: CH-Geneva
Application Deadline: 24-Sep-2025
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 post is a limited-term fixed-term post.
Organizational Context
Organizational Setting
The post is located in the International Classifications and Standards Division, Infrastructure and Platforms Sector. The Division is responsible for the establishment, maintenance and dynamic updating of international classifications and standards to bridge the gaps between intellectual property (IP) offices working in different systems and languages and to enable efficient data flow.
Purpose Statement
The incumbent is required to perform a variety of administrative, secretarial and office support functions, contributing to the smooth and efficient workflow of the International Classifications and Standards Division\'s activities.
Reporting Lines
The incumbent works under the supervision of the Director, International Classifications and Standards Division.
Work Relations
The incumbent interacts with a wide range of colleagues within WIPO to provide administrative and office support services and has frequent contacts with national and regional intellectual property offices and other stakeholders to share information and confirm arrangements.
Duties and Responsibilities
1. a. Provide office, administrative and logistics support for meetings and conferences such as Committees of WIPO principal bodies, including coordinating the implementation of logistics, compilation, editing, formatting, translation request and distribution of working documents, meeting report and other materials, preparation of cost estimates, meeting requests and relevant requisitions, coordination of third party travel; make travel arrangements and prepare travel authorizations/claims for staff and prepare cost estimates; draft minutes of internal meetings.
2. b. Maintain the work unit\'s financial accounts and perform operations for authorizing and effectuating expenditures; propose budget revisions; consolidate budget data, compile statistics and data for reporting purposes; and work closely with colleagues to help produce the work unit\'s work plans and monitor the status and completion of work plans.
3. c. Coordinate responses to general inquiries, monitoring the work unit\'s generic email accounts, referring complex queries to appropriate staff for follow up and drawing attention to urgent and important matters, following up on pending actions and deadlines as required; draft correspondence of a routine nature; copy, edit and format a variety of documents (internal memos, official correspondence, tables, reports, presentations, publications, etc.); carry out quality control of outgoing documents for accuracy, grammar and style and ensure adherence to corporate standards; and prepare documents for web publication.
4. d. Manage the lists of information relating to the Division’s work such as mailing list and access rights list and support the administration of IT tools supporting the Division’s work such as Wiki and E-fora as instructed.
5. e. Support the maintenance and improvement of web pages for the Division.
6. f. Perform other related duties as required.
Requirements
Completion of secondary education.
Experience (Essential)
* At least five years of administrative experience, including financial administration.
* Experience working in an International Organization.
* Experience working with an ERP system.
* Excellent knowledge of written and spoken English.
* Knowledge of other official UN languages, particularly French.
Job Related Competencies (Essential)
* Ability to work within the applicable rules, regulations, policies and procedures.
* Good understanding of processes related to budget management.
* Organizational skills with the ability to work under pressure and to respect deadlines, high degree of flexibility and initiative.
* Good drafting skills in English and ability to work with a high degree of accuracy and attention to detail.
* Ability to work independently and as a member of a team.
* Competent user of Microsoft Office applications including Word, Excel (including mail merge and pivot tables), Outlook, Teams, SharePoint and PowerPoint; ability to work with databases and adapt quickly to new software.
* Excellent communication and interpersonal skills to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
Job Related Competencies (Desirable)
* Online publication skills with ability to manage relevant tools, including Wiki Confluence, Liferay for web publication and online survey tool(s) such as Alchemer.
* Communicating effectively.
* Showing team spirit.
* Demonstrating integrity.
* Producing results.
* Showing service orientation.
* Seeing the big picture.
* Seeking change and innovation.
* Developing yourself and others.
Note: For more information, including on the salaries and benefits, please check the WIPO Careers website.
Seniority level
* Mid-Senior level
Employment type
* Contract
Job function
* Administrative
Industries
* International Affairs
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