Office Assistant

VN Category (INT / EXT / EOI):

Job Category:

This is an external vacancy notice open to external candidates and WTO staff. It is posted on the WTO internal as well as external career site. Eligible WTO staff on short-term, fixed-term or regular contracts and interns must apply through the Workday internal career site.

This is a Fixed-term contract funded through the regular budget. The duration will be two years with the possibility of extension, unless specified in the vacancy notice.

The WTO seeks to attract and retain staff members offering the highest standards of competence, efficiency and integrity and to build an organization that is representative of the Members and People it serves. As an equal opportunity and inclusive employer, the WTO gives full regard to competence and welcome applications from qualified candidates irrespective of age, disability status, gender, nationality, race, religion, sexual orientation, social origin or any other characteristic. Applications from non-represented Members ( link ) are particularly encouraged for all positions.

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The Secretariat of the WTO is seeking to fill a position of Office Assistant in the Rules Division.

The Rules Division is responsible for all aspects of WTO work, legal and technical, in the areas of trade remedies (anti-dumping, countervailing and safeguard measures), subsidies, trade-related investment measures (TRIMS), civil aircraft, and state trading enterprises. The Rules Division facilitates and actively assists in negotiations, consultations and monitoring tasks, provides legal and other assistance to dispute settlement panels considering disputes, and provides implementation assistance, counselling and expert advice to WTO Members, in each of these areas.

General Functions

Reporting to the Divisional Coordinator and other senior staff, the incumbent will have the following responsibilities:

1.         Format, proof-read and check for accuracy numerous, lenghty, sensitive and complex notifications, semi-annual reports of anti dumping and countervailing actions, confidential panel reports and other documents 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.

2.         Organize logistics and preparatory work for formal/informal meetings, trainings, workshops, hearings, inter alia, involving meeting room reservations, compilation of relevant meeting documents, drafting convening notices, sending official communications and assisting with the agendas, using internal platforms effectively. Service the meetings in the conference room with participants on site and online via platforms such as Interprefy, Webex, Teams or Zoom.

3.         Keep skills up-to-date, remain abreast and participate to the development of new office procedures, internal platforms and softwares.

4.         Carry out any other necessary tasks as assigned by the Divisional Coordinator or the Director and provide back-up support in the absence of other office assistants.

REQUIRED QUALIFICATIONS

Education

Completed secondary education or equivalent technical or commercial school is required. Training in office management, processing documents or organization of events would be an advantage.

Knowledge and Skills

Technical Knowledge and Skills:

Excellent knowledge of and skills in Microsoft Office suite (Word, Excel, PowerPoint) and other software such as for co-authoring (Sharepoint or similar);

Excellent command of and proven experience with hosting remote official meetings with virtual meeting platforms (Interprefy, Webex, and Zoom);

Capability to handle a high volume of documents and work with data and databases;

Knowledge of the Rules Division's operations will be a distinct advantage;

Knowledge of internal applications such as the Document Management System (DMS), Documents on-line (DOL), E-Agenda, E-Delegate, online WTO meeting booking system (Beta) would be an asset.

Behavioural Skills:

Excellent organizational skills and a good eye for detail;

Ability to handle a large volume of work accurately, under pressure and time constraints;

Adhere to set rules of conduct, so as to ensure confidentiality, impartiality and an absence of conflicts of interest;

Demonstrate tact and discretion at a high standard and remain calm under pressure;

Willingness to learn and take on new tasks;

Capability to build and maintain relationships with colleagues in a diverse international setting;

Thrive as a member of a team.

Organizational Competencies

Core Competencies: 

• Communicating for Results
• Effective Collaboration
• Cultivating Progressive Growth
• Professional Accountability
• Relevant Digital Proficiency
• Diversity, Equity, and Inclusion

Work Experience

Minimum three years relevant experience as an office assistant is required.

Experience in an international organization, government ministry, law firm, corporate legal office, or a national or international judicial institution or quasi-judicial agency is desired.

Languages

Fluency in English and an advanced level of Spanish is required.

Working knowledge of French is desired.

Additional Information

This is a full-time position, for which daily presence on duty during normal working hours (approx. 8:30 AM to 5:30 PM) is required. Flexibility towards occasional overtime is required. Presence in the office prevails over teleworking during peak periods.

Additional Information:
 
Only applications from nationals of WTO Members will be accepted. 

The recruitment process will be undertaken as per Administrative Memorandum No. 976 (OFFICE(16)/15) on Staff Promotions and external recruitment through Vacancy Notices.

The initial fixed-term contract for positions up to grade 10 shall normally be two years, which shall be probationary, as per Administrative Memorandum No. 997 (OFFICE(23)/4) on Probation Policy. For Director positions, the Policy on evaluation of directors apply as per Administrative Memorandum No. 978 (OFFICE(17)/29).

The WTO may use various communication technologies such as video or teleconference for the assessment and evaluation of candidates. The recruitment process may also involve the use of various forms of testing, assessment centres, interviews and reference checks. 

Applicants may be required to sit a written examination. 

Applicants will be contacted directly if selected for an interview. 

Candidates not selected whose performance in the selection process nevertheless shows them to be suitable for a similar position may be kept on a roster for up to 24 months, and may subsequently be called upon as and when the need arises for additional resources.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the closing date – Geneva (Switzerland) time – stated in the vacancy announcement. 

PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE CLOSING DATE WILL NOT BE ACCEPTED. 

The WTO is a non-smoking environment.