Roster - Administrative Assistant

The incumbent provides high-quality administrative, operational and coordination support to the Office of the Director General or a Sector Lead at WIPO, contributing to effective management of priorities, information and workflows. The role supports executive leadership by ensuring smooth office functioning through administrative coordination, information management, and operational support.

Responsibilities

• Provide administrative and operational support to the Director General, Sector Lead, or designated senior managers, ensuring efficient coordination of office activities, priorities, and workflows.
• Manage schedules, appointments, and meeting arrangements, coordinate logistics and documentation, and monitor follow-up actions arising from meetings and decisions.
• Prepare, process, and manage correspondence, reports, presentations, and other official documents, ensuring accuracy, quality, confidentiality, and timely distribution.
• Serve as a point of contact for internal and external stakeholders, facilitating communication, information exchange, and the delivery of responsive administrative support.
• Liaise with the Travel Unit to facilitate travel, missions, visits, and events by arranging required logistical and administrative support in accordance with applicable procedures.
• Support administrative, budgetary, procurement, travel, and workforce-related activities, including preparation, processing, and monitoring of transactions and related documentation.
• Contribute to continuous improvement of administrative processes and office practices, and support knowledge sharing to enhance operational efficiency and service delivery.
• Perform other related duties as required.

Requirements

• Completion of secondary education.
• At least five years of relevant administrative or secretarial experience, preferably supporting senior managers or executives in an international or multicultural environment.
• Excellent knowledge of English.
• Working knowledge of another UN language.
• Strong organizational and planning skills.
• Excellent drafting and communication skills.
• Ability to manage multiple priorities simultaneously.
• Strong client-service orientation.
• Good knowledge of digital workplace, collaboration, and AI-enabled productivity tools.
• Ability to handle confidential information with discretion.

Skills

• Administrative Support
• Secretarial Support
• Executive Support
• Organizational Skills
• Planning Skills
• Drafting Skills
• Communications Skills
• Multitasking
• Customer Service Orientation
• Digital Workplace Tools
• Collaboration Tools
• AI Productivity Tools
• Confidentiality Management

Languages

English