IMPORTANT NOTICE REGARDING APPLICATION DEADLINE:ย Please note that the deadline for applications is indicated in local time as per the time zone of the applicantโs location.
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This post is a limited-term fixed-term post.
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1. ย ย ย Organizational Context
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a.ย ย ย Organizational Setting
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The post is located in the Hague Registry of the Brands and Designs Sector.ย The Hague Registry is responsible for the management and development of the Hague system. The Hague system is based on the Hague Agreement Concerning the International Registration of Industrial Designs that allows users to seek protection for their industrial designs in the various contracting parties by means of a single application filed directly with WIPO's International Bureau, and to subsequently manage those rights under a single title, recorded centrally in the International Register. The Hague Agreement is constituted by the Geneva Act of July 2, 1999 (the โGeneva Actโ).
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b.ย ย ย Purpose Statement
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The incumbent of the post will assist the Director of the Hague Registry and the other Heads of units in the Registry by performing various administrative assistance functions requiring a high degree of reliability, sense of coordination, initiative and familiarity with the Organizationโs activities and procedures.
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c.ย ย ย Reporting Lines
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The incumbent works under the direct supervision of the Director of the Hague Registry.
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d.ย ย ย Work Relations
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The incumbent interacts with a wide range of colleagues within the Hague Registry and with immediate clients within the Organization to provide routine administrative and office support services and with officials outside the Organization to exchange standard information.
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2.ย ย ย ย ย Duties and Responsibilities
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The incumbent will perform the following principal duties:
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a.ย ย Draft standard correspondence; text process and format, using appropriate software, a variety of documents (official correspondence, tables, reports, presentations, publications, etc.);ย proofread for accuracy, grammar and style and ensure adherence to corporate standards; may prepare and format documents for Internet publication.
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b.ย ย Input, retrieve, structure and update information and data into/from various sources; manage and update the Hague Registryโs databases and management reporting systems and monitor the status and completion of workplans.
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c.ย ย 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.
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d.ย ย Sort, register, route and process incoming mail and correspondence; monitor and follow up on pending actions and deadlines.
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e.ย ย Initiate and follow up on administrative tasks in the computerized financial/travel/ procurement/human resources systems, including the administrative processing of consultants' contracts, vacancy announcements, travel authorizations, purchase requisitions, etc.
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f.ย ย ย Arrange appointments; receive visitors, place and screen telephone calls and respond to routine requests for information.
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g.ย ย Provide office, administrative and logistics support for meetings, committees, conferences, etc., including implementation of logistics, preparation of invitation letters, text processing, compilation and distribution of working documents and other material; make travel and hotel arrangements, prepare travel authorizations/claims for staff/participants and prepare cost estimates; take and prepare minutes and/or notes of internal meetings.
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h.ย ย Calculate and prepare standard cost estimates, e.g. printing requirements, consultancies, travel); keep track of the budget/expenditure of the Hague Registry.
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i.ย ย ย May explain work methods to new staff of the Registry, assisting with routine problems to ensure compliance with applicable administrative rules and regulations.
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j.ย ย ย Perform other related duties as required.
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3.ย ย ย ย ย Requirements
Education (Essential)
Completed secondary education.
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Experience (Essential)
At least three years of office support experience.
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Experience working with an ERP system.
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Language (Essential)
Excellent knowledge of written and spoken English and French.
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Language (Desirable)
Good knowledge of written and spoken Spanish would be an advantage, Spanish being one of the three Hague working languages.
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Job Related Competencies (Essential)
Ability to work within the applicable rules, regulations and procedures.
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Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines; ability to work effectively in a team.
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Ability to draft routine correspondence and correct documents in accordance with established standards and requirements; accuracy and ability to pay attention to detail.
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Competent user of Microsoft Office applications including Word, Excel, Outlook and PowerPoint and the internet, and the ability to work with databases and adapt quickly to new software.
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Good communication and excellent interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
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Discretion and ability to maintain confidentiality.
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4.ย ย ย ย ย Organizational Competencies
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1.ย ย ย Communicating effectively.
2.ย ย ย Showing team spirit.
3.ย ย ย Demonstrating integrity.
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