Divisional Coordinator

The Divisional Coordinator will be responsible for secretarial and administrative functions of the Council and Trade Negotiations Committee Division, including supervising the secretarial team, coordinating meetings, managing administrative and financial processes, and liaising with senior officials and delegations. The role supports the efficient management of WTO bodies and processes, ensuring adherence to WTO procedures and standards.

Responsibilities

• Coordinate and supervise the work of secretaries, including training, mentoring, performance evaluation, and recruitment participation.
• Perform full range of administrative and secretarial duties for the Division, including maintaining and implementing office procedures.
• Liaise with Secretariat staff, senior management, Chairpersons and senior officials of delegations regarding Division work.
• Coordinate and monitor document processing to ensure conformity with WTO format and standards; provide editorial assistance as needed.
• Maintain staff records and handle basic personnel issues in consultation with managers and HR specialists; manage hiring of interns and short-term staff.
• Assist in administering and monitoring the divisional budget, supporting budget planning and financial tracking.
• Assist with outreach activities and manage events and large functions organized by the Division.
• Provide administrative support to divisional staff, including managing telephone calls, visitors, and scheduling appointments for the Director.
• Monitor and update information on divisional activities; organize the Director's agenda; maintain and improve filing systems and administrative systems.
• Organize and service bilateral, plurilateral and multilateral meetings and consultations, handling correspondence and processing confidential documents.
• Assist in preparation and support of meetings of bodies serviced by the Division, including organizing meetings, coordinating documents, drafting correspondence, supporting interpreters, and monitoring document translation and distribution.

Requirements

• Completion of secondary school and/or secretarial or commercial school equivalent; specialized training in the secretarial field or proven secretarial expertise.
• Excellent knowledge of administrative and secretarial processes, including documentation and servicing meetings; appreciation of managerial processes and priorities.
• Ability to prioritize, plan and organize; multi-tasking skills.
• Thorough familiarity with applicable word processing (e.g. Microsoft Office suite) software packages.
• Interest in and effort to keep abreast of other IT tools/platforms for secretarial support purposes.
• Drafting skills to be able to write standard correspondence and notes.
• Attention to detail, ensuring accuracy of work product.
• Ability to proofread, often voluminous, documents with highest level of accuracy.
• Knowledge of and familiarity with administrative and financial rules and procedures, preferably in international organization settings.
• Ability to communicate information in a clear way and to understand information.
• Ability to cooperate with other colleagues in a diverse international setting.
• Tact and discretion.
• Ability to work under pressure and keep deadlines.
• Ability to relate to and build relationships with colleagues.
• Ability to work as a member of a team, relating to others, while working independently to achieve his/her objectives.
• Ability to supervise a group of people in their day-to-day work.
• At least eight years of administrative and secretarial experience, of which preferably at least five with international organizations or missions addressing administrative issues and procedures.
• Experience working in a multi-cultural international environment.
• Experience working with Missions, delegations such as WTO Members would be desirable.
• Excellent knowledge of English, both spoken and written, including the ability to draft correspondence and documentation.
• A good working knowledge of either French or Spanish would be a distinct advantage.

Skills

• Meeting Coordination
• Microsoft Office Suite
• Document Drafting
• Proofreading
• Financial Rules Knowledge
• International Organization Procedures
• Multitasking
• Planning and Organization
• Team Supervision
• Correspondence Writing
• Deadline Management
• Inter-Cultural Communication
• Discretion and Tact
• Written Communication
• Oral Communication
• Secretarial Expertise
• Administrative Processes Support

Languages

English, French, Spanish