OFFICE( 19)/94 
19-7328 
 
 
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.  
______________________________________________________________________  
 
Vacancy Notice No.:  EXT/F/19 -68 Issued on:  31 October  2019 
 
Title:  Administrative Assistant  Application Deadline:  28 November  2019 
 
Grade:  6 
 Division:  Institute for Training and 
Technical Cooperation  
 Contract Type:  Fixed -term  
 
Starting Salary:  CHF 78,768 net per annum  
(approximate)  Duration:  Two years with the possibility of 
extension  
 
Other  
Conditions:  In accordance with WTO Staff Regulations and Staff Rules and WTO Pension Plan 
Regulations.  
The World Trade Organization offers an attractive compensation package including 
an annual net salary (subject to mandatory deductions for pension contributions 
and health insurance), dependency benefits, pension plan, health insurance 
scheme, separation grant, and 30 days annual leave. Benefits for internationally 
recruited staff may include travel and removal expenses on appointment and 
separation, installation gra nt, education grant, rental subsidy, and home leave. 
Additional information on the compensation package is provided on the WTO 
website:  
https://www.wto.org/english/thewto_e/va can_e/compensation_e.htm . 
 
 
The Secretariat of the WTO is seeking to fill a position of Administrative Assistant in the 
Institute for Training and Technical Cooperation.  
 
The Institute for Training and Technical Cooperation (ITTC) designs, coordinates and 
implements trade -related technical assistance activities. Technical Assistance (TA) is one 
of the core functions of the WTO. Implementation of the activities is a shared 
responsibility with  support from across the WTO Secretariat . The specific technical 
assistance products as mandated by WTO members  are outlined in the Biennial P lans. The 
main purpose of the TA is  to  enhance the beneficiaries ' understand ing of their rights  and 
obligations within the multilateral trading system, to take full advantage of the rules -
based system  and  participate effectively in trade negotiations .  
 
 
General Functions  
 
Reporting to the Director of the Institute for Training and Technical Cooper ation (ITTC) Division, the 
incumbent will fulfil the following functions:  
 
1. Ensure the provision of overall office management and administrative/secretarial assistance 
to the Director; follow -up on and coordinate as required the practical and administrative aspects of 
activities concerning the Division (e.g. divisional staff meetings, ITTC management meetings, 
individual and collective training activities, etc.); receive telephone calls and visitors; prioritize and 
schedule appointments; and as sist in maintaining contact with T echnical Assistance (TA)  
stakeholders.  
 
2. Provide administrative support and guidance to Divisional staff on the use of WTO 
administrative procedures; develop and implement office management procedures for the Division, 
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  and guide and mentor colleagues as appropriate in their use, to ensure the efficient and effective 
running of the Division; maintain staff records (e.g. annual leave, travel plans, etc.) . 
 
3. Oversee the management of the ITTC information and documentation flow, which includes 
managing, filing, and helping to collect, compile and disseminate records, correspondence, and 
documents, both electronically and in hard copy; continuously improve and create, as necessary, 
filing systems both electronically and in ha rd copy. Maintain structured shared drives for the division.  
 
4. Organize and provide administrative support to meetings and be responsible for the 
coordination and dissemination of documents; supervise the dispatch of documents for meetings of 
the Commit tee on Budget, Finance and Administration, when required, and for the Committee on 
Trade and Development.  
 
5. Draft responses to certain correspondences as directed by the Director; keep a record of such 
correspondences and keep track of any follow -up whe re required; draft basic notes, including 
agendas of meetings called by the Director, in English and French; format, edit and proofread 
correspondence and other documentation produced in ITTC; train and mentor new 
administrative/secretarial staff and parti cipate in the recruitment of these staff.  
 
6. Be the primary focal point for the Human Resources Division and follow -up on HR -related 
divisional matters, such as preparing requisitions for hiring consultants, short-term assistance, 
interns; assist with pla nning for and addressing staffing issues in consultation with supervisors and 
HR Officers; and maintaining leave records and absence calendars of the ITTC staff.  
 
7. Maintain skills up -to-date and remain abreast of new office procedures and software.  
 
8.  Undertake other necessary tasks based on the instruction from the Director . 
 
 
REQUIRED QUALIFICATIONS  
 
Education:  
 
Completed secondary education. Specialised training in the Secretarial field or proven secretarial 
expertise would be an asset . 
 
Knowledge and Skills:  
 
Technical skills:  
  
Office management  skills; good understanding of electronic file management and of establishing and 
maintaining electronic drives.  
Good secretarial and word processing skills. Good skills in the use of Word, Ex cel and PowerPoint.  
General knowledge of the work of ITTC or TA.  
Experience in working with established administrative policies and procedures, preferably in an 
international organization.  
 
Behavioural skills:  
 
Good organization skills and attention to d etail, including demonstrated ability to prioritize, work 
under pressure and to meet deadlines.  
Tact and discretion.  
Ability  to relate to and build relationships with colleagues;  
Ability to communicate information in a clear way and understand informatio n; and  
Work as a member of a team, while fulfilling tasks independently to achieve own objectives.  
 
Work Experience:  
 
At least eight years of administrative and secretarial experience, of which preferably five with 
international organizations.   
 
 
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  Languages:  
 
Excellent knowledge of English , both written and oral, (at a level corresponding or equivalent to a 
minimum of C1  according to the Common European Framework of Reference for Languages (CEFR))  
with good knowledge of either French or Spanish  (at a level corresponding or equivalent to a 
minimum of B 2 according to the Common European Framework of Reference for Languages (CEFR)) .  
 
Shortlisted candidates will be asked to provide proof of their language skills under a recognized 
framework (e.g. CEFR, IELTS, etc.) unless the language in question is their mother tongue. The 
language skills of shortlisted candidates who are un able to provide proof of their language proficiency 
will be assessed as part of the selection process.  
 
Additional Information:  
 
The position may be offered at a lower grade if the selected candidate does not fully meet all the 
required qualifications.  
 
Only applications from nationals of WTO Members will be accepted.  
 
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.  
 
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 12 months, and may s ubsequently 
be called upon as and when the need arises for additional resources.  
______________________________________________________________________  
APPLICANTS MAY BE REQUIRED TO SIT A WRITTEN EXAMINATION  
______________________________________________________________________  
APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR AN INTERVIEW  
______________________________________________________________________  
Please note that all candidates must complete a n online application  form.  
To apply, please visit the WTO's E -Recruitment website at: https://erecruitment.wto.org . 
The system provides instructions for online application procedures.  
 
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.