Administrative Assistant - WIPO (Open to Tier 1 & 2 applicants)

Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:

• Tier 1: WIPO staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates) 
• Tier 2: WIPO staff holding temporary appointments (TA) and personnel on regular PSA contracts

BACKGROUND

The post is located in the WIPO Algeria Office in Algiers.  The WIPO Algeria Office is part of the network of WIPO External Offices and forms an integral part of the Organization, under the supervision of the Deputy Director General for Regional and National Development. It works closely with all WIPO Sectors and work areas to contribute to the realization of the Strategic Goals of WIPO and to implement relevant Expected Results in Algeria.  As such, the WIPO Algeria Office supports WIPO cooperation and services in Algeria and in doing so, will add clear value, efficiency and effectiveness to program delivery and respond to specific needs.   

DUTIES AND RESPONSABILITIES

Under the guidance and supervision of WIPO Algeria Office’s (WAO) Director, the incumbent is required to undertake and coordinate a full range of office-and management support and administrative tasks, ensuring an efficient information flow and smooth running of the work of the External Office.

He/she liaises extensively with units within the Organization to initiate requests, obtain clearances, process and follow-up on administrative actions and recommend process improvements. The incumbent has frequent dealings with government officials, and other external parties to share information and confirm arrangements.  He/she also liaises with other UN entities and acts as UNDSS focal point

Implement operational strategies in alignment with governing rules and regulations and with a focus on consistency 

and quality.

• Screen, record assign and monitor incoming and outgoing mail, correspondence and other documents; recommend deadlines, coordinate responses and draw attention to urgent and important matters.
• Arrange appointments and maintain the supervisor's calendar; receive visitors and respond in a timely manner to general inquiries (in-person, telephone, email) on the activities of the work of the External Office, referring more complex issues to appropriate colleagues for follow up; and administer generic mailboxes.

Provide support for effective administrative, ICT and logistics control in the office

• Coordinate and provide administrative and logistical support for meetings, conferences, workshops and other events, including: room reservation, travel and accommodation arrangements, ICS management, equipment, preparing and dispatching related memoranda and invitations, processing related administrative forms and following up on administrative actions.
• Prepare and draft official, routine and non-routine administrative correspondence and invitation letters; use standard software to produce a wide variety of large, complex documents and reports; review and correct correspondence and reports for format, spelling, grammar and style in accordance with applicable WIPO guidelines and standards; provide informal translations; compile information on work unit activities for reporting purposes; prepare briefing materials for supervisors for missions and meetings
• Ensures the proper functioning of the ICT infrastructure, in full coordination with both the ICT Department and local service provider Algérie Télécom, as well as the maintenance of the premises in coordination with the relevant national authorities.
• Maintain the work External Office's archiving system; review the efficiency and make recommendations for improvements; gather, consolidate and present information/data on specific topics.
• Maintain the travel plan of the External Office, make travel arrangements for missions, prepare costs estimates, draft related memoranda, correspondence and process administrative forms.

Support knowledge building and sharing in the Country Office

• Train staff engaged in the conduct of physical inventory. 
• Provide sound contributions to knowledge networks and communities of practice

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities:

N/A

COMPETENCIES

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

People Management 

UNDP People Management Competencies can be found in the dedicated site. 

CROSS-FUNCTIONAL & TECHNICAL COMPETENCIES

Business Management

• Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.

Administration & Operations

• Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving
• UN Travel documents: Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement 
• Management of shipments: Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation
• Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Assets Management: Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

QUALIFICATIONS

Education:

• Secondary education is required OR
• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Experience, Knowledge, and Skills:

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in administration or program support services is required. 
• Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP is required.
• Experience/Demonstrated knowledge of WIPO or UN operations policies and procedures would be an asset. 
• Experience / Demonstrated knowledge in budget preparation, procurement processes and contract management is desired.
• Experience in working with diverse teams in developing countries is desired. 
• Experience in one UN House development and support to UNCT in BOS will be an advantage.
• Prior experience with WIPO, UNDP or other UN Agencies would be an asset.

Language Requirements:

• Fluency in Arabic and French is required. 
• Fluency in English (both oral and written) is required. 
• Knowledge of additional United Nations official language is an advantage. 

Disclaimer:

Equal opportunity

As an equal opportunity employer, WIPO values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

WIPO is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

WIPO does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Probation

For all new WIPO fixed term appointments (FTA), including for staff members being transferred or seconded to WIPO under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period

Right to select multiple candidates

WIPO reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with WIPO at the same grade level and with similar job description, experience and educational requirements.

Scam alert

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