Production Coordinator

VN Category (INT / EXT / EOI):

External

09-07-2024

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 Secretariat of the WTO is seeking to fill the position of Production Coordinator in the Graphic & Event Design, Print & Distribution Section (GEDPD) of the Language, Documentation & Information Management Services Division (LDIMD).

General Functions

1. Working under the supervision of the Chief of Section, the incumbent will have the following responsibilities:

2. Provide general administrative support to the Chief of Section (e.g., shared calendars, joint inboxes).

3. Act as a focal point for coordinating input from various units in GEDPD (e.g., for scheduling purposes, key initiatives, budgeting/finance, user guides).

4. Maintain GEDPD databases, and help prepare statistics or reports, on request.

5. Assist in opening/closing budget accounts and actively monitoring/tracking expenses for the Section.

6. Participate in preparing purchase requests, terms of reference, invitations to tender, and framework agreements to help source outside companies, as needed.

7. Provide support for high-level events and specific projects, on request.

8. Participate in other Section activities, as needed.

REQUIRED QUALIFICATIONS

Education:

Completion of secondary education. Certification and/or training in Project Management is an advantage.

Knowledge and Skills:

Technical skills:

General knowledge of office work, preparing summary records, statistics, reports, and terms of reference.

Proven experience maintaining databases (e.g., Oracle or equivalent).

Knowledge of inventory management (e.g., managing stock).

Excellent MS Office application skills (Word, PowerPoint, Excel, Outlook, Teams, and OneNote) with a strong understanding of project management tools (e.g., Trello or equivalent).

Ability to create and maintain documentation (e.g., user guides).

Familiarity with a production environment.

Behavioural skills:

Excellent communication and interpersonal skills; ability to work under pressure, multitask and adhere to strict deadlines; ability to work harmoniously in a multi-cultural environment and to show tact and discretion; ability to take initiative; ability to work independently or as part of a team; highly adaptable.  

Work Experience:

Minimum three years’ relevant experience, including inventory management. Experience managing projects related to publications, design, and printing would be an advantage.

Languages:

Excellent English is required, including the ability to draft accurately, concisely, and rapidly. Working knowledge of spoken and written French is also required.

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.