Conference Office Assistant

VN Category (INT / EXT / EOI):

External

16-06-2024

Grade 4

Job Category:

Support

Fixed-term

CHF69,539.00

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 recruitment policy of the WTO is to seek to attract and retain staff members offering the highest standards of competence, efficiency and integrity. As an Equal Opportunities Employer, the WTO gives full regard to merit and diversity.

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The Administration and General Services Division is looking for a Grade 4 staff member to work as a Conference Assistant in the Conferences and Visitors Service Section.

The Conferences and Visitors Services Section provides a range of high-quality conference services, ensuring that delegates, guests, and visitors to the WTO have conference facilities adequately equipped for meetings and conferences. The services provided ensure that meetings, both in the WTO and in other locations, are effectively and efficiently scheduled and supported. The Section also provides transport services to Senior Management and VIPs.

GENERAL FUNCTIONS          

Reporting to the Chief of Section, the selected staff member will perform tasks and processes related to allocation and reservation of meeting rooms. Key functions include:

• Attend to requests for reservation of meetings rooms and assign rooms in accordance with the specific requirements.
• Ascertain the correctness and completeness of all parameters of a meeting.
• Advise and recommend requesters on the services provided by the Section.
• Liaise with colleagues and disseminate information in and outside the Section to ensure the smooth running of meetings.
• Provide administrative support to the Section.
• Contribute to the development of administrative procedures and systems in the Conference Office
• Work on any other duties that may be asked.

REQUIRED QUALIFICATIONS

Education:

Completion of secondary school and/or equivalent technical or commercial school.

Knowledge and skills:

Technical knowledge and skills:

Proven advanced knowledge of Microsoft Office, in particular Word and Excel software. 

Advanced filing and record keeping skills, including the use of relevant software or platforms.

Experience in meetings programming and servicing, using conference planning tools, and report writing is desirable.

Behavioural skills:

• Analytical skills.
• Effective communication skills.
• Tact and diplomacy.
• Good planning and organisation skills
• Client and service oriented.
• Teamwork spirit while able to work independently, including working in other Units of the Section when the need arises.
• Ability to work under pressure.
• High attention to detail.
• Proactive and impromptu thinking and problem-solving.

Work experience:

A minimum of 3 years of experience in general office support and related areas, particularly in an International Organisation setting.

Languages:

Excellent knowledge of English (level corresponding or equivalent to a minimum of level C1 of the Common European Framework of Reference for Languages) both oral and written. Knowledge of   French, both oral and written (level corresponding or equivalent to a minimum of level B2 of the Common European Framework of Reference for Languages) is also required.

Additional information

The incumbent may occasionally be asked to work beyond standard working hours, depending on the work demands.

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.