Head, Data and Document Unit

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE:  please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.

 

 

 

 

 

a.    Organizational Setting

 

 

 

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.

 

 

 

b.    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.

 

 

 

c.     Reporting Lines

 

 

 

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

 

 

 

 

 

 

 

The incumbent will perform the following principal duties:

 

 

 

a.   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.

 

 

 

b.   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.

 

 

 

c.   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.

 

 

 

d.   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.

 

 

 

e.   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).

 

 

 

f.    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.

 

 

 

g.   Conduct research on specific topics as assigned, evaluate data, present results and prepare reports for management, including on trends in user requests and workload.

 

 

 

h.   Perform other related tasks as required.

 

 

 

 

 

 

 

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.

 

 

 

Customer service experience.

 

 

 

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.

 

 

 

Job Related Competencies (Essential)

 

Thorough understanding of the international trademark examination rules and regulations and the operational processes in the Madrid Registry.

 

 

 

Ability to explain the rules, regulations and procedures governing the area of work.

 

 

 

Customer/client oriented, with the ability to deliver a high-quality customer/client service, improving service execution, delivery and outcomes.

 

 

 

Ability to lead and motivate a team.

 

 

 

Excellent time management and work organization skills.

 

 

 

Excellent analytical and problem-solving skills.

 

 

 

Results-oriented.

 

 

 

Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multicultural environment with sensitivity and respect for diversity.

 

 

 

Competent user of Microsoft Office applications (including Word, Excel, Outlook and PowerPoint), databases, information management systems and the internet; ability to adapt quickly to new software.

 

 

 

 

 

 

 

1.     Communicating effectively.

 

2.     Showing team spirit.

 

3.     Demonstrating integrity.

 

4.     Valuing diversity.

 

5.     Producing results.

 

6.     Showing service orientation.

 

7.     Seeing the big picture.

 

8.     Seeking change and innovation.

 

9.     Developing yourself and others.

 

 

 

 

 

 

 

Annual salary:

 

Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment.  Please note that this estimate is for information only.  The post adjustment multiplier (cost of living allowance) is variable and subject to change (increase or decrease) without notice.  The figures quoted below are based on the July 2024 rate of 89.2%

 

 

 

P3
Annual salary	$62,692
Post adjustment	$55,921
Total Salary	$118,613
Currency USD

 

 

 

 

Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

 

 

 

Additional Information

 

 

 

Temporary appointments are renewable, subject to continuing needs, availability of budget and satisfactory performance with a maximum cumulative length of two years.

 

 

 

Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.

 

 

 

The Organization reserves the right to make an appointment at a grade lower than that advertised.

 

 

 

 

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By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.

 

 

 

In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.

 

 

 

Additional testing/interviewing may be used as a form of screening.  Initial appointment is subject to satisfactory professional references.

 

 

 

Additional background checks may be required.