Job Description - Assistant (25175-FT_LT)
Assistant - 25175-FT_LT
The Hague Registry, Brands and Designs Sector
Grade - G4
Contract Duration - 2 years (maximum cumulative length of 5 years) *
Duty Station
Duty Station
: CH-Geneva
Publication Date
Publication Date
: 12-Jun-2025
Application Deadline
: 02-Jul-2025, 9:59:00 PM
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.
1. Organizational Context
a. Organizational Setting
The post is located in the Hague Registry of the Brands and Designs Sector.The Hague Registry is responsible for the management and development of the Hague system. The Hague system is based on the Hague Agreement Concerning the International Registration of Industrial Designs that allows users to seek protection for their industrial designs in the various contracting parties by means of a single application filed directly with WIPO's International Bureau, and to subsequently manage those rights under a single title, recorded centrally in the International Register. The Hague Agreement is constituted by the Geneva Act of July 2, 1999 (the “Geneva Act”).
b. Purpose Statement
The incumbent of the post will assist the Director of the Hague Registry and the other Heads of units in the Registry by performing various administrative assistance functions requiring a high degree of reliability, sense of coordination, initiative and familiarity with the Organization’s activities and procedures.
c. Reporting Lines
The incumbent works under the direct supervision of the Director of the Hague Registry.
d. Work Relations
The incumbent interacts with a wide range of colleagues within the Hague Registry and with immediate clients within the Organization to provide routine administrative and office support services and with officials outside the Organization to exchange standard information.
2.Duties and Responsibilities
The incumbent will perform the following principal duties:
a. Draft standard correspondence; text process and format, using appropriate software, a variety of documents (official correspondence, tables, reports, presentations, publications, etc.);proofread for accuracy, grammar and style and ensure adherence to corporate standards; may prepare and format documents for Internet publication.
b. Input, retrieve, structure and update information and data into/from various sources; manage and update the Hague Registry’s databases and management reporting systems and monitor the status and completion of workplans.
c. Set up and maintain office files and reference systems according to applicable procedures; research, compile and organize information and reference materials from various sources for reports, correspondence, program plans.
d. Sort, register, route and process incoming mail and correspondence; monitor and follow up on pending actions and deadlines.
e. Initiate and follow up on administrative tasks in the computerized financial/travel/ procurement/human resources systems, including the administrative processing of consultants' contracts, vacancy announcements, travel authorizations, purchase requisitions, etc.
f. Arrange appointments; receive visitors, place and screen telephone calls and respond to routine requests for information.
g. Provide office, administrative and logistics support for meetings, committees, conferences, etc., including implementation of logistics, preparation of invitation letters, text processing, compilation and distribution of working documents and other material; make travel and hotel arrangements, prepare travel authorizations/claims for staff/participants and prepare cost estimates; take and prepare minutes and/or notes of internal meetings.
h. Calculate and prepare standard cost estimates, e.g. printing requirements, consultancies, travel); keep track of the budget/expenditure of the Hague Registry.
i. May explain work methods to new staff of the Registry, assisting with routine problems to ensure compliance with applicable administrative rules and regulations.
j. Perform other related duties as required.
3.Requirements
Completed secondary education.
Experience (Essential)
At least three years of office support experience.
Experience working with an ERP system.
Excellent knowledge of written and spoken English and French.
Good knowledge of written and spoken Spanish would be an advantage, Spanish being one of the three Hague working languages.
Job Related Competencies (Essential)
Ability to work within the applicable rules, regulations and procedures.
Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines; ability to work effectively in a team.
Ability to draft routine correspondence and correct documents in accordance with established standards and requirements; accuracy and ability to pay attention to detail.
Competent user of Microsoft Office applications including Word, Excel, Outlook and PowerPoint and the internet, and the ability to work with databases and adapt quickly to new software.
Good communication and excellent interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
Discretion and ability to maintain confidentiality.
1. Communicating effectively.
2. Showing team spirit.
3. Demonstrating integrity.
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.
* Initial fixed-term appointment of one year, 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.
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.Staff in the General Service category is recruited in the host country or within reasonable commuting distance of the Headquarters.
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 thelist of unrepresented Member States and thelist 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.Initial appointment is subject to satisfactory professional references.
Additional background checks may be required.
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