Office Assistant

The Office Assistant will provide administrative support to the Market Access Division by formatting and proofreading documents, coordinating logistical arrangements for meetings and events, and maintaining office procedures and platforms. The role requires handling a large volume of work accurately under pressure and supporting the division's activities related to WTO trade in goods committees.

Responsibilities

• Format, proof-read and check for accuracy a large volume of documents submitted by WTO Members related to Committees within the Market Access Division's area of competence such as notifications, confidential reports and other documents using in-house formatting-editing tools and rules in English mainly, but also in French and Spanish.
• Coordinate with registry entities for correct filing as well as with documents and translation services, ensuring timely circulation according to strict deadlines and sometimes under pressure.
• Coordinate logistical and preparatory arrangements for committee meetings, consultations, trainings, workshops, hearings and related events, including room bookings, documentation preparation, drafting and circulation of convening notices, and official communications.
• Ensure on-site and virtual support to participants throughout the events.
• Keep skills up-to-date, remain abreast of and participate in the development of new office procedures, internal platforms and softwares.
• Carry out any other necessary tasks as assigned by supervisors or the Director and provide back-up support in the absence of other office assistants.

Requirements

• Completed secondary education or equivalent technical or commercial school.
• Additional certifications in office management, processing documents or organization of events would be an advantage.
• Three to four years relevant experience working as an office assistant, preferably in an international organization, government ministry or legal office.
• Strong capacity to handle large workloads efficiently while maintaining accuracy.
• Proficiency in Microsoft Office suite MS Word particularly and ability to format documents according to set guidelines.
• Proficiency in scheduling and hosting official virtual meetings.
• Knowledge of and experience in handling Document Management Systems and Meeting applications.
• Curiosity and interest to keep abreast of latest developments in technology and AI tools.
• Excellent organizational skills and close attention to detail.
• Ability to multitask and handle a large volume of work accurately, under pressure and within strict deadlines.
• Demonstrate tact, discretion, and remain calm under pressure.
• Adhere to set rules of conduct, so as to ensure confidentiality, impartiality and an absence of conflicts of interest.
• Demonstrate fast learning and effective knowledge application.
• Capability to build and maintain relationships with colleagues in a diverse international setting.
• Thrive as a member of a team.
• Excellent knowledge of English and good knowledge of French and/or Spanish is also required.

Skills

• Office Management
• Document Processing
• Event Organization
• MS Word
• Document Formatting
• Scheduling Virtual Meetings
• Virtual Meeting Hosting
• Document Management
• Meeting Applications
• Organizational Skills
• Multitasking
• Workload Management
• Patient Confidentiality
• Discretion
• Knowledge Application
• Relationship Building
• Proofreading
• Logistics Coordination

Languages

English, French, Spanish