Head Data and Document Unit

The post is located in the Data and Document Unit, Madrid Operations Support Service, Madrid Operations Division of the Madrid Registry. The Madrid Operations Division is responsible for receiving, processing and registering international trademark applications and associated transactions.

Purpose Statement:

The incumbent, as Head of the Data and Document Unit, is responsible for managing the work of the Team, ensuring timely, accurate and quality functional support to users of the Madrid System on issues related to the registration and management of international trademarks.

Reporting Lines:

The incumbent works under the supervision of the Head of the Madrid Operations Support Service.

Duties and Responsibilities:

The incumbent will perform the following principal duties:

• Manage the work of the Unit, prepare work plans, and ensure effective and equitable distribution of assignments to staff; ensure staff works in accordance with standard operating procedures.
• Supervise staff; monitor and provide regular feedback on overall performance; conduct performance evaluation exercises and follow up on recommendations/issues identified; support the team to prepare for future business needs, propose training for staff members to enhance their technical skills, language skills and competencies.
• Review business processes and IT tools, making the best use of technology to streamline the Units work, assess changes required and make proposals for the functionality and streamlining of operational processes to support daily activities; facilitate the digital transformation of the unit’s systems in view of becoming more IT-reliant; analyze expected business benefits, gaps, options considered and expected risks; coordinate approved changes with concerned work units.
• Ensure optimum service levels to internal and external stakeholders in terms of measured quality, efficiency and timeliness for processing incoming and outgoing data and documents (including chancellery services, data entry), extracts, certified documents, and related tasks. This includes ensuring excellent customer service to clients seeking a variety of official documents, ensuring their needs are met promptly and accurately.
• Ensure optimal management of the archive of the Madrid Registry (e.g., ensure good condition of documents and good archive structure to find documents easily).
• Advise and mentor team members on the handling of complex and contentious trademark transaction issues that require a thorough understanding of the international trademark treaties and regulations, as well as their practical implementation.
• Conduct research on specific topics as assigned, evaluate data, present results and prepare reports for management, including on trends in user requests and workload.
• Perform other related tasks as required.

Requirements:

Education Essential:

• First-level university degree in law, business administration, information management, information technology or related field.

 Experience Essential:

• At least six years of relevant professional experience in the area of receiving, processing and/or registering data on paper or electronically, including experience in digitizing data processing.

Supervisory experience:

• Experience in Project management and IT savviness including experience in digitizing and streamlining business processes involving software applications for increased efficiency and impact.

Experience Desirable:

• Good knowledge about the Madrid system.
• Project management certification.
• Experience in digital transformation.

Language Essential:

• Excellent written and spoken knowledge of English.
• Basic written and spoken knowledge of French.

Language Desirable:

• Good knowledge of Spanish or another UN official language.

Source: https://wipo.taleo.net/careersection/wp_1/jobdetail.ftl?job=24231-TA