Office Assistant (2 positions)

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 two Office Assistant positions in the Market Access Division.

The Market Access Division handles matters related to WTO schedules of concessions and their modification, tariff negotiations, duty-free treatment for information technology products, quantitative restrictions, rules of origin, customs valuation, pre-shipment inspection, import licensing procedures and trade facilitation. The Division supports the Council for Trade in Goods (CTG), which oversees the work of all subsidiary WTO bodies handling trade in goods and six bodies dealing with specific Agreements (namely, the Committee on Market Access, the Committee of Participants to the Information Technology Agreement (ITA), the Committee on Customs Valuation and Pre-Shipment Inspection, the Committee on Import Licensing Procedures, the Committee on Rules of Origin, and the Trade Facilitation Committee). It also conducts research and assists other divisions whenever expertise on these topics is sought, for instance in the context of dispute settlement cases and of technical assistance requests. In conducting several of these activities, the Division collaborates with other institutions, such as the World Customs Organization, the World Bank, the OECD, UNCTAD and the IMF.

Under the general direction of the Director, the supervision of the Divisional Coordinator and Senior staff, the incumbent will undertake the following functions:

1.         Perform a full range of secretarial duties: format, proof-read and process a large volume of documents, correspondence and memoranda using standard templates; ensure proper processing of documents and reports submitted by WTO Members related to Committees within the Market Access Division's area of competence; establish and manage a strict calendar with numerous binding deadlines; and organize and manage divisional files and records.

2.         Provide logistical support and ensure timely preparation and smooth running of the meetings of the Committees and other WTO bodies within the Division's area of competence. Provide assistance to the Committee Secretaries, service meetings (formal and informal) and consultations when held in person, hybrid or fully virtual format, and liaise with the supporting divisions such as Finance and Corporate Services Division (FCSD), Languages, Documentation and Information Management Division (LDIMD), and Information Technology Solutions Division (ITSD), as well as outside providers to ensure the smooth technical functioning of the meetings.

3.         Respond to requests for information from other Divisions in the WTO Secretariat, delegations or stakeholders.

4.         Manage office supplies and provide back‑up support during absences of other support staff.

5.         Undertake other necessary tasks based on instructions from the Director and supervisor.

REQUIRED QUALIFICATIONS

Education:

Completion of secondary school; training in the secretarial field or proven experience in secretarial processes and practices.

Knowledge and skills:

Technical Knowledge and Skills:

-        Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Teams, etc.). Ability to format documents according to set guidelines.

-           Good knowledge of administrative and secretarial processes, and good skills in these areas.

-        Knowledge of the operation of the Committees and Bodies serviced by the Market Access Division will be an advantage.

-        Familiarity with setting up virtual meetings.

Behavioural Skills:

-           Excellent organizational skills and ability to pay close attention to detail.

-        Ability to multitask and handle a large volume of work accurately within strict deadlines.

-           Demonstrate tact, discretion, and remain calm under pressure.

-        Build and maintain good relationships with colleagues and delegates in a diverse international setting.

-        Ability to exercise initiative and judgement

-        Strong teamworking skills.

-           Willingness to learn and take on new tasks.

Organizational Competencies

Core Competencies:

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

Work experience:

Three to four years' relevant work experience, of which preferably one in an international organization.

Languages:

Excellent English both oral and written. Working knowledge of a second WTO working language (French or Spanish) will be considered an advantage.

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.