Registration Coordinator

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 the post of Registration Coordinator in the Security and Safety Section of the Finance and Corporate Services Division (FCSD).

The Security and Safety Section seeks to provide physical security and safety services for WTO staff members and visitors to its site, thereby supporting the WTO Secretariat in achieving its objective.

General Functions

Under the supervision of the Chief of Security and Safety, the incumbent will perform the following duties:

1.    Maintain close, daily supervision of the work of the outsourced security staff at the welcome pavilion.

2.    Ensure an excellent quality of service to delegates, staff, and visitors at the welcome pavilion.

3.    Liaise with the Delegation coordinators for any request/issue and respond with a solution-oriented mindset in a timely manner.

4.    Assist delegates and visitors, as well as the Office of the Director-General (DGO) in escorting visitors to the DGO according to the established procedure; receive VIPs for the Deputy Directors-General (DDGs) when required. 

5.    Coordinate with internal and external event organizers for the registration of participants.

6.    Be responsible for the registration of Members, Observer Governments, and Inter-Governmental Organizations (IGOs) for Ministerial Conferences; assisting the Delegation Coordinators in their registration process, informing the Task Force regularly on the progress of the registration process, determining the IT and non-IT requirements for registration, printing and distribution operations. The incumbent will also oversee the printing of badges, coordinate the setting up of the Badge Distribution Centre, and be responsible for the distribution and all related accreditation operations.

7.    Provide back up and security-related assistance to other colleagues in the Security and Safety Section when needed.

8.    Perform other tasks related to the WTO security and Safety Section as designated and assigned by the Chief of Security.
 

REQUIRED QUALIFICATIONS

Education:

Completion of secondary education is required.

Professional training in law enforcement is required.

Knowledge and Skills:

Technical Knowledge and Skills:

•    Solid understanding of the accreditation and registration process in international organizations or governments entities.
•    Ability to develop and promote a strategic registration mission and goals. 
•    Familiarity with access control systems.
•    Developed knowledge of security and/or safety gained in law enforcement or the military.
•    Advanced computing and office applications especially spreadsheet and word processing applications; knowledge of Genetec software especially on registration modules would be an asset.

Behavioural Skills:

•    Excellent organizational skills; ability to set priorities, multi-task and meet deadlines.
•    Capacity to initiate and build relationships with internal and external stakeholders, including supervision of a team of security staff. 
•    Developed diplomatic skills and high level of tact, confidentiality, political awareness, and sensitivity.
•    Client focus, result orientation, and common-sense approach to problem solving.
•    Maturity of judgment, sense of responsibility, initiative, and ability to work under pressure.

Organizational Competencies:

Core Competencies: 

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

Leadership and Management Competencies:

•    Talent Centred Leadership
•    Coordinated Cross Functional Leadership
•    Self-Aware Leadership
•    Strategic Leadership
 

Work Experience:

At least five years' experience in participants or visitors registration and administration, accreditation management, or a related field is required.

At least three years' experience in a regional, national, or international security service is required.

Experience in managing the registration of large international events is required.

Experience in an international organization or government entity is preferred.

Languages:

Fluency in English and in French are required.

Knowledge of Spanish is desired.

Additional Information:

The function requires the incumbent to be available to work outside regular working hours when required and on short notice.

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.