Assistant - 26204-TA

World Intellectual Property Organization – WIPO; Genf; On-site; CHF 65,000 - 105,000; Full time

Job summary

World Intellectual Property Organization – WIPO in Geneva seeks an experienced administrative assistant to support the IPBD unit. The role includes drafting correspondence, coordinating meetings, processing documents, and preparing cost estimates for travel and services.

Strong English writing and ERP experience are essential. The position involves organizing receptions, maintaining files, and assisting with editorial tasks in English, as part of a dynamic, multicultural team within the IP and

Qualifications

• Three years of general office support experience.
• Experience with an ERP system.
• Excellent written and spoken English.
• Knowledge of other official UN languages.

Responsibilities

• Type standard correspondence, proofread for accuracy and style.
• Provide office and logistics support for meetings, book tickets and prep docs.
• Coordinate documents and publications; organize receptions as needed.
• Undertake background research and provide editorial support in English.
• Prepare cost estimates for printing, travel and other services.
• Maintain office files and reference systems; handle mail and scheduling.

Skills

Office admin

English Proficiency

ERP experience

Editorial writing

Education

Secondary education

Tools

ERP system

Microsoft 365

AI-enabled apps

Job description

IP for Business Division (IPBD), IP and Innovation Ecosystems Sector

Contract Duration - 1 year (maximum cumulative length of 2 years) *

Duty Station : CH-Geneva

Application Deadline : 23-Oct-2026 CEST

1. Organizational Context

a. Organizational Setting

The post is located in the IP for Business Division (IPBD), in the IP and Innovation Ecosystems Sector. The IPBD acts as the central reference point within WIPO for SME-related IP issues. The Division empowers enterprises to maximize their potential through intellectual property, including by delivering SME-related content and targeted tools that help businesses build IP strategies. The Division works with SMEs support institutions and other intermediaries and supports the development of innovation ecosystems.

b. Purpose Statement

The purpose of the role is to support the effective delivery of the Division's mandate by providing high-quality administrative, logistical, research, and information management assistance, contributing to the smooth coordination of activities, meetings, communications, and office operations.

c. Reporting Lines

The incumbent works under the supervision of the Secretary of the Division.

2. Duties and Responsibilities

a. Type 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; checking and monitoring the records and documents produced by the Division.

b. Provide office, administrative and logistics support for the meetings organized by the Division using the relevant WIPO systems and tools (including ticket booking, security clearance, AIMS, preparation of electronic authorizations); prepare all correspondence extended to speakers, delegates and United Nations Development Program (UNDP) offices in each participating country; coordinate the preparation, follow-up, reproduction and sending of documents and publications; organize receptions financed by the Organization in this context.

c. Undertake background research on issues of interest to the Division, provide editorial support in English, summarize the main issues in written notes or slide presentations to be used by members of the Division.

d. Calculate and prepare standard cost estimates, e.g. printing requirements, consultancies, travel.

e. 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.

f. Sort, register, route and process incoming mail and correspondence, monitor and follow up on pending actions and deadlines; Arrange appointments receive visitors, place and screen telephone calls and respond to routine requests for information.

3. Requirements

Completion of secondary education.

Experience (Essential)

At least three years of general office support experience.

Experience working with an Enterprise Resource Planning (ERP) system.

Excellent knowledge of written and spoken English.

Knowledge of other official UN languages.

Job Related Competencies (Essential)

Excellent writing skills at an editorial level.

Ability to work within the applicable rules, regulations, and procedures.

Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, and work effectively in a team.

Ability to draft routine correspondence and correct documents in accordance with established standards and requirements, with accuracy and ability to pay attention to detail.

Proficiency in digital tools, AI-enabled applications, and online collaboration platforms. Commitment to continuous learning and the adoption of emerging technologies.

Good communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multicultural environment with sensitivity and respect for diversity.

• Communicating effectively.
• Showing team spirit.
• Demonstrating integrity.
• Producing results.
• Showing service orientation.
• Seeing the big picture.
• Seeking change and innovation.
• Developing yourself and others.

For more information, including on the salaries and benefits, please check the WIPO Careers website.