VN Category (INT / EXT / EOI)
External
Application Deadline
01-07-2026
Grade
Grade 6
Job Category
Support
Contract Type
Fixed-term
Annual Salary
CHF83,834.00
This is an external vacancy notice open to external candidates and WTO staff. It is posted on the WTO internal as well as external career site. Eligible WTO staff on short-term, fixed-term or regular contracts and interns must apply through the Workday internal career site. This is a Fixed-term contract funded through the regular budget. The duration will be two years with the possibility of extension, unless specified in the vacancy notice. The WTO seeks to attract and retain staff members offering the highest standards of competence, efficiency and integrity and to build an organization that is representative of the Members and People it serves. As an equal opportunity and inclusive employer, the WTO gives full regard to competence and welcome applications from qualified candidates irrespective of age, disability status, gender, nationality, race, religion, sexual orientation, social origin or any other characteristic. Applications from non-represented Members are particularly encouraged for all positions.
General Functions
* Coordinate and supervise the work of secretaries, train and mentor them, contribute to or undertake the evaluation of performance, and participate in recruitment.
* Perform the full range of administrative and secretarial duties, maintain, develop and implement office procedures, address administrative challenges, ensure WTO administrative procedures are correctly applied and adapt procedures as needed.
* Coordinate and monitor document processing to ensure all outgoing written communications conform to WTO format and presentation standards and provide editorial assistance in Secretariat reports or correspondence.
* Maintain staff records, deal with basic personnel issues in consultation with managers and HR specialists, follow up on HR‑related divisional matters such as maintain absence/leave records. Be the primary focal point for the hiring of interns, short‑term staff and create vacancy announcements on the corporate HR platform.
* Provide assistance in administering and monitoring the allocated divisional budget, support the Director in budget planning and administration, track and report on financial commitments, monitor divisional travel budget, create travel requests and administer travel claims via Mobilexpense.
* Assist with and contribute to outreach activities as required, manage and supervise work in conjunction with events and large functions organized by the Division.
* Provide administrative support to divisional staff; receive telephone calls and visitors for the division and specifically the Director; prioritize and schedule appointments.
* Assist in monitoring and updating all information of divisional activities and carry out any other administrative duties assigned by the Director. Organize the agenda of the Director and assist in the general work of the Division. Maintain and monitor divisional administrative systems; participate in preparation and monitoring of expenditure and procurement; maintain and improve the divisional filing system, on files and on the computer system; type general correspondence, documents and internal communications.
* Convene, organize and service all bilateral, plurilateral and multilateral meetings and consultations called by relevant Chairpersons and Facilitators, receive telephone calls and visitors, schedule and screen appointments, handle correspondence, and process highly sensitive and confidential memoranda.
* Assist in preparation of meetings of bodies and processes serviced by the Division; provide administrative support, organize meetings and conferences, coordinate dissemination of documents including delegations’ statements and Chairnotes, draft correspondence, respond to queries from delegates, Ministries or other organizations, format, edit and proofread documentation; provide support to interpreters; coordinate and monitor document translation, reproduction and distribution.
Required Qualifications
Completion of secondary school and/or secretarial or commercial school equivalent; specialized training in the secretarial field or proven secretarial expertise.
Knowledge And Skills
Technical Knowledge and Skills
* Excellent knowledge of administrative and secretarial processes, including documentation and servicing meetings; appreciation of managerial processes and priorities.
* Ability to prioritize, plan and organize; multi‑tasking skills.
* Thorough familiarity with applicable word processing software packages.
* Interest in and effort to keep abreast of other IT tools/platforms for secretarial support purposes.
* Drafting skills to write standard correspondence and notes.
* Attention to detail, ensuring accuracy of work product.
* Ability to proofread voluminous documents with highest level of accuracy.
* Knowledge of and familiarity with administrative and financial rules and procedures, preferably in international organization settings.
Behavioural Skills
* Ability to communicate information clearly and understand information.
* Ability to cooperate with other colleagues in a diverse international setting.
* Tact and discretion.
* Ability to work under pressure and keep deadlines.
* Ability to relate to and build relationships with colleagues.
* Ability to work as a member of a team, relating to others, while working independently to achieve objectives.
* Ability to supervise a group of people in their day‑to‑day work.
Work Experience
* At least eight years of administrative and secretarial experience, of which preferably at least five with international organizations or missions addressing administrative issues and procedures.
* Experience working in a multi‑cultural international environment. Experience working with Missions, delegations such as WTO Members would be desirable.
Languages
Excellent knowledge of English, both spoken and written, including the ability to draft correspondence and documentation. A good working knowledge of either French or Spanish would be a distinct advantage.
Organizational Competencies
Core Competencies
* Communicating for Results
* Effective Collaboration
* Cultivating Progressive Growth
* Professional Accountability
* Relevant Digital Proficiency
* Diversity, Equity and Inclusion
Additional Information
Only applications from nationals of WTO Members will be accepted. The initial fixed‑term contract for positions up to grade 10 shall normally be two years, which shall be probationary. All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the closing date. Please note that applications received after the closing date will not be accepted. The WTO is a non‑smoking environment.
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