Roster - Administrative Assistant

Organizational Context

The World Intellectual Property Organization (WIPO) is a UN agency supporting innovation and creativity globally. This role is within the Office of the Director General or a Sector Lead, crucial for executive leadership support. The incumbent ensures effective administrative coordination, information management, and operational support, contributing to the smooth functioning of the office and the achievement of strategic priorities.

Job Purpose

The Administrative Assistant provides essential high-quality administrative, operational, and coordination support to executive leadership within the Office of the Director General or a Sector Lead. This role is vital for the effective management of priorities, information flow, and daily workflows. By delivering efficient administrative services, coordinating with stakeholders, and offering comprehensive office support, the incumbent directly facilitates the smooth operation of the office. This ensures that the office can effectively pursue and achieve its strategic objectives and organizational priorities, contributing to WIPO's mission of fostering innovation and creativity worldwide.

Responsibilities

The Administrative Assistant provides comprehensive executive and administrative support to senior managers, managing schedules, appointments, and meeting logistics. Responsibilities include preparing and managing correspondence, reports, and official documents with accuracy and confidentiality. The role serves as a key point of contact for internal and external stakeholders, facilitating communication and responsive administrative support. This includes coordinating travel, events, and missions by liaising with relevant units and arranging logistical support. The incumbent also supports administrative, financial, and resource activities, processing transactions and documentation. Furthermore, they contribute to improving administrative processes and knowledge sharing to enhance operational efficiency and service delivery.

Work Experience

A minimum of five years of relevant administrative or secretarial experience is essential, preferably supporting senior managers or executives in an international or multicultural setting.

Skills

Key skills include strong organizational and planning abilities, excellent drafting and communication, and the capacity to manage multiple priorities. A strong client-service orientation, proficiency with digital workplace tools, and the ability to handle confidential information discreetly are also crucial.

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