Roster - Senior Administrative Assistant - 26256-FT_LT_ROS

World Intellectual Property Organization – WIPO; Genf; Vor Ort; CHF 90.000 - 115.000; Vollzeit

Zusammenfassung

World Intellectual Property Organization (WIPO) is seeking candidates for a roster of Senior Administrative Assistants for fixed-term roles in Geneva.

The incumbent will provide senior-level administrative and coordination support to the Director General or Sector Leads, manage calendars, correspondence, and stakeholder relations in a multicultural UN-like setting.

Qualifikationen

• Completion of secondary education.
• Eight years of progressive administrative/secretarial experience.
• Excellent knowledge of English or French and working knowledge of the other.
• Knowledge of another UN language, in particular Spanish.

Aufgaben

• Executive Coordination and Office Management: provide senior administrative support to senior managers and coordinate priorities.
• Executive Calendar and Meeting Coordination: manage complex schedules and logistics for high-level meetings.
• Correspondence and Executive Communications: prepare and coordinate reports, briefing materials and presentations.
• Stakeholder Engagement and Liaison: liaise with internal/external stakeholders, including with diplomatic missions and international organizations in Geneva.
• Travel, Events and Mission Coordination: coordinate travel and events following procedures.
• Administrative, Financial and Resource Coordination: support budget, procurement, and reporting activities.
• Information Governance and Records Management: maintain filing systems and ensure data confidentiality.
• Process Improvement and Administrative Leadership: identify and implement process improvements.
• Perform other related duties as required.

Jobbeschreibung

World Intellectual Property Organization (WIPO)

Grade - G6

Contract Duration - 2 years (maximum cumulative length of 5 years) *

Duty Station: CH-Geneva

Application Deadline: 09-Sep-2026, 11:59:00 PM CET

This roster will be used to fill limited-term fixed-term positions.

This roster will serve to ensure a pipeline of qualified candidates for Senior Administrative Assistant positions within the Office of the Director General or the Office of a Sector Lead at WIPO.

Applications will be reviewed by the relevant hiring office. Candidates found suitable may be contacted and invited to participate in further assessment.

The roster may be used during the next two years when Senior Administrative Assistant opportunities become available.

Due to the large number of applications received, only candidates found suitable for further assessment may be contacted.

1. Organizational Context

a. Organizational Setting

The World Intellectual Property Organization (WIPO) is the United Nations agency dedicated to innovation and creativity. Through intellectual property, WIPO supports inventors, creators, entrepreneurs and communities around the world in transforming ideas into impact, fostering economic growth, cultural development and sustainable solutions to global challenges. WIPO offers a diverse, inclusive and collaborative working environment where colleagues from around the world contribute to meaningful initiatives with global reach.

The job is located in the Office of the Director General or in the Office of a Sector Lead. The Office supports executive leadership in setting strategic direction, overseeing the delivery of organizational priorities, and fostering collaboration across the Organization and with external stakeholders. The incumbent plays a key role in supporting the effective functioning of the Office through the coordination of executive priorities, stakeholder engagement activities, information flows and administrative operations.

b. Purpose Statement

The incumbent provides senior-level administrative, operational and coordination support to the Office, contributing to the effective management of executive priorities, stakeholder relationships and strategic workflows. Through the delivery of high-quality administrative services, proactive coordination and sound judgment, the incumbent facilitates decision-making processes and supports the achievement of organizational objectives.

c. Reporting Lines

The incumbent works under the direct supervision of a designated Officer.

2. Duties and Responsibilities

The incumbent will perform the following principal duties:

a) Executive Coordination and Office Management: Provide senior-level administrative and operational support to the Director General, Sector Lead, or designated senior managers, coordinating priorities, monitoring commitments, and ensuring the effective functioning of the Office.

b) Executive Calendar and Meeting Coordination: Manage complex schedules, high-level meetings and competing priorities, coordinate meeting logistics and documentation, and ensure timely follow-up on decisions, actions and commitments.

c) Correspondence and Executive Communications: Prepare, review and coordinate correspondence, reports, briefing materials, presentations and other executive documentation, ensuring accuracy, quality, confidentiality and timely delivery.

d) Stakeholder Engagement and Liaison: Serve as a key liaison with internal and external stakeholders, including with diplomatic missions and international organizations in Geneva, facilitating communication, coordination and the timely resolution of administrative and operational matters.

e) Travel, Events and Mission Coordination: Liaising with the Travel Unit, facilitate executive travel, missions, visits and events, ensuring effective logistical planning, protocol considerations and administrative support in accordance with applicable procedures.

f) Administrative, Financial and Resource Coordination: Facilitate administrative, budgetary, procurement, travel and workforce-related activities, monitor transactions and commitments, and support the preparation of reports and management information.

g) Information Governance and Records Management: Ensure the effective management of records, filing systems and information repositories, safeguarding sensitive information and promoting compliance with organizational standards and practices.

h) Process Improvement and Administrative Leadership: Identify opportunities to improve administrative processes and office practices, support the implementation of efficiencies, and provide guidance and knowledge sharing on administrative matters.

i) Perform other related duties as required.

3. Requirements

Completion of secondary education.

Experience (Essential)

At least eight years of progressively responsible administrative, secretarial or executive support experience, including substantial experience supporting senior managers or executives in an international or multicultural environment.

Excellent knowledge of English or French and working knowledge of the other.

Knowledge of another UN language, in particular Spanish.

Job Related Competencies (Essential)

Advanced organizational and planning skills.

Excellent drafting and communication skills.

Ability to manage complex priorities and competing deadlines.

Strong stakeholder engagement and coordination skills.

Proficiency in digital workplace, collaboration, and AI-enabled productivity tools.

Ability to exercise sound judgment and handle sensitive information with discretion.

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