Administrative Assistant

The role supports the IP for Business Division by providing high-quality administrative, logistical, research, and information management assistance to ensure smooth coordination of activities, meetings, communications, and office operations.

Responsibilities

• Type standard correspondence, text process and format, using appropriate software, a variety of documents (official correspondence, tables, reports, presentations, publications, etc.), proofread for accuracy, grammar and style and ensure adherence to corporate standards, may prepare and format documents for Internet publication; checking and monitoring the records and documents produced by the Division.
• Provide office, administrative and logistics support for the meetings organized by the Division using the relevant WIPO systems and tools (including ticket booking, security clearance, AIMS, preparation of electronic authorizations); prepare all correspondence extended to speakers, delegates and United Nations Development Program (UNDP) offices in each participating country; coordinate the preparation, follow-up, reproduction and sending of documents and publications; organize receptions financed by the Organization in this context.
• Undertake background research on issues of interest to the Division, provide editorial support in English, summarize the main issues in written notes or slide presentations to be used by members of the Division.
• Calculate and prepare standard cost estimates, e.g. printing requirements, consultancies, travel.
• Set up and maintain office files and reference systems according to applicable procedures, research, compile and organize information and reference materials from various sources for reports, correspondence, program plans.
• Sort, register, route and process incoming mail and correspondence, monitor and follow up on pending actions and deadlines; Arrange appointments receive visitors, place and screen telephone calls and respond to routine requests for information.
• Provide support regarding general staff needs.

Requirements

• Completion of secondary education.
• At least three years of general office support experience.
• Experience working with an Enterprise Resource Planning (ERP) system (desirable).
• Excellent knowledge of written and spoken English.
• Knowledge of other official UN languages (desirable).
• Excellent writing skills at an editorial level.
• Ability to work within the applicable rules, regulations, and procedures.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, and work effectively in a team.
• Ability to draft routine correspondence and correct documents in accordance with established standards and requirements, with accuracy and ability to pay attention to detail.
• Proficiency in digital tools, AI-enabled applications, and online collaboration platforms.
• Commitment to continuous learning and the adoption of emerging technologies.
• Good communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multicultural environment with sensitivity and respect for diversity.

Skills

• Office Support
• Enterprise Resource Planning
• Editorial Writing
• Document Drafting
• Rules and Regulations Compliance
• Work prioritization
• Schedule Management
• Routine Correspondence
• Attention to Detail
• Digital Tools Proficiency
• AI-enabled Applications
• Online Collaboration Platforms
• Administrative Assistance
• Logistical Support
• Research Assistance
• Information Management
• Multicultural Communication
• Interpersonal Skills

Languages

English