Secretary

VN Category (INT / EXT / EOI):

External

07-08-2024

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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Secretary – Grade 4– Economic Research and Statistics Division

The Secretariat of the WTO is seeking to fill a secretary position in the Economic Research and Statistics Division.

The Economic Research and Statistics Division provides economic analysis and research in support of the WTO’s operational activities, including monitoring and reporting on current economic news and developments.

GENERAL FUNCTIONS

Under the supervision of the Divisional Coordinator of the Economic  Research and Statistics Division, the incumbent will perform the following duties:

1.         Perform a full range of secretarial duties for the Director and other staff members of the division.

2.         Assist the Director in managing his calendar by scheduling a high volume of appointments/meetings with different internal and external stakeholders. It includes drafting emails to Ambassadors/Deputy Permanent Representatives and officials from high level meetings and representatives of intergovernmental organizations when required.

3.         Provide an administrative and logistical assistance to colleagues for their participation in different G20 meetings and various high level missions worldwide. (accreditation, mission’s preparation and follow-up).

4.         Provide secretarial, administrative and logistical support in the preparation of formal or informal meetings, in different formats (in person, hybrid or fully virtual).

5.         Provide secretarial, administrative and logistical support in the preparation of internal events organised by the division. This may include the preparation of the invitations, the formatting and proofreading of official documents; the coordination with the Languages, Documentation and Information Management Division on the translation and circulation of documents as well as the interface with the Interpreters.

6.       Maintain the files and record system among the division.

7.       Provide back‑up support during absences of the front office colleagues.

REQUIRED QUALIFICATIONS

Education:

Completed secondary education. Specialised training in the Secretarial field or proven secretarial expertise would be an asset.

Knowledge and skills:

Technical knowledge and skills:

Excellent secretarial skills. Ability to format and proofread documents according to established guidelines, with the highest level of accuracy.

Excellent knowledge of standard software applications (e.g., Microsoft Office suite, Word, Excel, Outlook, Teams).

Knowledge of Mobile Expense software (travel management) and Workday would be an asset.

Excellent practical knowledge of online platforms to organize virtual meetings such as Zoom, Interprefy and MS Teams for example. Ability to adapt to new systems as they are introduced.

Excellent oral and written communications skills.

Excellent speaking and writing skills in English, including ability to draft correspondance, edit and proof read.

Good understanding of electronic file management and of establishing and maintaining electronic records.

Behavioural Skills:

Organizational skills and attention to detail.

Ability to prioritize tasks.

Multi-tasking skills.

Analytical skills.

Ability to work in an international environment.

Ability to work under pressure and strict deadlines.

Ability to work independently with a proactive approach in a changing environment.

Tact and discretion.

The following interpersonal capabilities are required: ability to relate to and build relationships with colleagues; to communicate clearly; and to work as a member of a team, relating to others.

Work experience:

Three to four years of secretarial experience, preferably in a international organization. An equivalent combination of a good education and relevant experience may be considered.

Languages:

Excellent knowledge of English is required.

A good working level of French would be an asset.

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.