OFFICE( 20)/73 
20-5661 
 
 
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/20 -48 Issued on:  19 August 2020  
 
Title:  Administrative Assistant  Application Deadline:  16 September 2020  
 
Grade:  6 
 Division:  Knowledge Management, 
Information Management and Academic 
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 hea lth 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 grant, 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/vacan_e/compensation_e.htm  
 
 
The Secretariat of the WTO is seeking to fill a position of Administrative Assistant in the 
Knowledge Management, Information Management and Academic Cooperation Division.  
 
The Division develops and coordinates WTO knowledge and information management 
policies and is responsible for academic outreach activities with universities including in 
the context of the WTO Chairs Programme . 
 
 
General Functions  
 
Under the general superv ision of the Director of the Division, the incumbent will undertake the 
following functions:  
 
1. Ensure the provision of overall office management and administrative responsibilities for the 
Division: manage the day -to-day running of the Director's office;  receive and screen telephone calls 
and visitors; prioritize and schedule appointments; and assist in maintaining contact with divisional 
stakeholders; provide administrative support and guidance to Divisional staff on the use of 
administrative procedures (e.g. official travel, leave, etc.); maintain staff records (e.g. leave records, 
mission dates, etc.); deal with basic personnel issues in consultation with managers; assist with 
planning for and addressing staffing issues in consultation with supervisors and HR Officers; follow 
up on and coordinate as required the practical and logistical aspects of activities concerning the 
Division (e.g. divisional staff meetings, weekly divisional management meetings, individual and 
collective training activities, etc.)  
 
2. Develop and implement office management procedures for the Division, and guide and mentor 
colleagues as appropriate in their use, to ensure the efficient and effective running of the Division. 
Oversee the management of the divisional information and d ocumentation flow, which includes 
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  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 electronica lly and in hard copy. Maintain structured shared drives for the division.  
 
3. Organize and provide support to official meetings and be responsible for the coordination, 
compilation and dissemination of meeting documents; maintain contact with delegations and 
stakeholders.  
 
4. Draft documents, memos and various correspondence on behalf of the Director and the section 
leaders of the Division; keep a record of such correspondences and keep track of any follow -up 
where required; draft basic notes, including ag endas of meetings called by the Director or section 
leaders; format, edit and proofread correspondence and other documentation produced by the 
division; train and mentor new administrative/secretarial staff and participate in the recruitment of 
these staff . 
 
5. 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 planning for and addressing staffing issues  in consultation with supervisors and 
HR Officers.  
 
6.  Administer and monitor the allocated divisional budget, assist the Director in budget planning 
and administration, and track and report on financial commitments; monitor and prepare periodical 
reports on activity -based outputs.  
 
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. Secretarial/office management qualifications would be an asset.  
 
Knowledge and Skills:  
 
Technical Knowledge and Skills:  
 
Experience in office management; 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, Excel and PowerPoint.  
Experience and familiarity with supporting the work of committees or working groups  preferably in 
an international organizat ion, would be an asset.    
Experience in applying administrative procedures, including staff rules and regulations and policies, 
preferably in an international organization.  
 
Behavioural Skills:  
 
Good organization skills and attention to detail, including  demonstrated ability to prioritize, work 
under pressure and to meet deadlines.  
Tact and discretion.  
The following interpersonal capabilities are required: relate to and build relationships with 
colleagues;  capable of working in a diplomatic environment a nd interact with delegates and subject 
matter experts; communicate information in a clear way and understand information; and work as 
a member of a team, while being capable of fulfilling tasks independently to achieve his/her 
objectives.  
 
Work Experience:  
 
At least eight years of   administrative and secretarial or other relevant experience, of which 
preferably five with international organizations.  
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  Languages:  
 
The work requires excellent knowledge of English, including the ability to draft correspondence and 
documentation . A good knowledge of either French or Spanish  is also required . 
 
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 fo r 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.  
______________________________________________________________________  
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 an o nline application  form.  
To apply, please visit the WTO's E -Recruitment website at: https://erecruitment.wto.org . 
The system provides in structions 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 N OTE THAT APPLICATIONS RECEIVED AFTER THE  
CLOSING DATE WILL NOT BE ACCEPTED  
 
The WTO is a non -smoking environment.