OFFICE (18)/103 
18-7760 
 
 
 
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/18 -70 Issued on:  7 December 2018 
 
Title:  Administrative Assistant  Application Deadline (CET ): 20 January  2019 
 
Grade:  6S 
 Division:  Administration and General Services 
Division   
(271) Contract Type:  Fixed -term 
 
Starting Salary:  CHF 77,389 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 an d 
separation, installation grant, education grant, rental subsidy, and home leave.  
Additional information on the compensation package is provided on the 
WTO website:  
http://www.wto.org/english/thewto_e/vacan_e/comp_package_e.pdf . 
 
 
The Secretariat of the WTO is seeking to fill a position of Administrative Assistant in the 
Administration and General Services  Division .  
 
 
General Functions  
 
Under the general supervision 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 dat es, etc.); 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 m eetings, 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 efficie nt and ef fective running of the Division . 
Oversee the management of the divisional information and documentation flow, which includes  
managing, filing, and helping to collect, compile and disseminate records, correspondence, and 
documents, both electronica lly and in hard copy ; continuously improve and create, as necessary, 
filing systems both electronically and in hard copy. Maintain structured share d drives for the division.  
 
OFFICE( 18)/103 
 
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  3. Organize and provide support to official meetings and be responsible for the 
coordination ,compilation and dissemination of meeting documents ; draft, format and edit  various 
official meeting documents (e.g. minutes, meeting agenda, airgram, invitations ); maintain contact 
with delegations with respect to official meetings.  
 
4. Draft documents, memos and various correspondence  on behalf of the Director.   
 
5. Administer and monitor the allocated divisional budget, assist the Director in budget planning 
and administration, and track and report on financial commitments.  Monitor and prepar e periodical 
reports on activity -based outputs.  
 
6. Maintain skills up -to-date and remain abreast of new office procedures and software . 
 
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 a Committee or working group preferably in 
an international organization, would be an asset.    
Experience in applying administrative procedures, i ncluding 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 and 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 experience, of which preferably five with 
international organizations.  
 
Languages:  
 
Excellent skills in English, both spoken and in writing including the ability to draft correspondence  
and documentation  in English  ((at a level corresponding or equivalent to a minimum of C1 according 
to the Common European Framework of Reference for Languages (CEFR) ), and a good knowledge 
of either  French or Spanish  (minimum B1 level according to the 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 unable to provide proof of their language proficiency 
will be assessed as part of the selection pr ocess.  
 
Additional Information:  
 
Only applications from nationals of WTO Members will be accepted.  
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  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 ro ster for up to 12 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 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 encoura ged to apply online as soon as possible after the vacancy has  
been posted and well before the closing date – Central European Time (CET) –  
stated in the vacancy announcement.  
 
PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE  
CLOSING DATE WILL NOT BE ACCEP TED 
 
The WTO is a non -smoking environment.