The Secretariat of the WIPO Appeal Board, under the Office of the Assistant Director General, Administration, Finance and Management Sector, is seeking a highly organized and detail-oriented professional to support the daily operations of the team.
Job Title:
Administrative Assistant
Duty Station:
Geneva, Switzerland
Purpose:
The incumbent will perform a variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work of the WAB.
Main Responsibilities:
1. Receive and record submissions related to appeals; set up and maintain file folders (in electronic and paper format) and reference systems according to applicable procedures.
2. Input, retrieve, structure and update information and data into/from various sources; update the WAB databases and monitor the status and completion of cases.
3. Sort, register, route and process incoming mail and correspondence; monitor and follow up on pending actions and deadlines.
4. Draft correspondence from the WAB according to specific instructions; proofread for accuracy, grammar and style and ensure adherence to corporate standards.
5. Provide office, administrative and logistics support for meetings of the WAB, including implementation of logistics, preparation of invitation emails, text processing, compilation and distribution of working documents and other material.
6. Arrange appointments; receive visitors, place and screen telephone calls and respond to routine requests for information.
Requirements:
Completion of secondary education.
At least three years of office support experience. Experience in the secretariat of an internal appeal board or comparable body, or in a law firm, or in a legal office in the public/private sector.
Excellent knowledge of written and spoken English and good knowledge of French.
Competencies:
The successful candidate will have the ability to work within the applicable rules, regulations and procedures, prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, and work effectively in a team.
They will also be able 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. Ability to work with databases and adapt quickly to new software.