Assistant

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.

1.     Organizational Context

a.    Organizational Setting

The position is located in the Traditional Knowledge Division. The Division facilitates international negotiations on intellectual property (IP) and genetic resources (GRs), traditional knowledge (TK) and traditional cultural expressions (TCEs) and undertakes a wide range of complementary capacity-building and technical assistance activities for the benefit of Member States, regional organizations and indigenous and local communities. 

b.    Purpose Statement

The incumbent is required to perform a variety of routine secretarial and administrative transactions and office support functions contributing to the smooth and efficient running of the Division.

c.    Reporting Lines

The incumbent works under the supervision of the Director of the Division or his/her delegate.

d.    Work Relations

The incumbent interacts with a variety of colleagues from within the Division to exchange routine information and provide standard office support services, and with staff outside the Division and outside the Organization to obtain/give information closely related to the assignment.

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.) in line with corporate standards; proofread for accuracy, grammar and style and ensure adherence to corporate standards; photocopy, scan, collate and distribute completed documents.

b.   Input, retrieve, structure and update selected information and data into/from various sources (e.g. databases, Intra-/Internet, office files, etc.); present results in standard format.

c.   Set up and maintain office files and reference systems according to established procedures; research, compile and organize information and reference materials from various sources for reports, correspondence, program plans; assemble files for meeting purposes according to specific instructions.

d.   Sort, register, route and process incoming mail and correspondence; monitor and follow up on pending actions and deadlines.

e.   Receive and refer telephone calls and visitors; respond to routine requests for information; arrange appointments and meetings; prepare information files for supervisor/s.

f.    Initiate, view and track a variety of administrative transactions in the computerized financial / travel / procurement / human resources systems.

g.   Provide logistics support for meetings, workshops and other events; make travel and hotel arrangements; collect travel documents.

h.   Perform other secretarial tasks of the Division as required.

3.      Requirements

Education (Essential)

Completion of secondary education.

Experience (Essential)

At least three years of office support work experience.

Experience (Desirable)

Experience working with an ERP system.

Language (Essential)

Excellent knowledge of written and spoken English.

Language (Desirable)

Knowledge of other official UN languages.

Job Related Competencies (Essential)

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

Ability to organize own work, prioritize assignments and complete tasks rapidly, under the guidance of the supervisor/s; ability to work as part of 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.

Ability to convey verbal information effectively and in an appropriate manner.

Discretion.

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, procedures and systems.

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

4.      Organizational Competencies

1.    Communicating effectively.

2.    Showing team spirit.

3.    Demonstrating integrity.

4.    Valuing diversity.