06-5837           O F F I C E ( 0 6 ) / 1 2 5
          6 December 2006  
WORLD TRADE ORGANIZATION 
 
WTO
 
 
Geneva  
 
Vacancy Notice No. 599  
   The Secretariat of the WTO is seeking to f ill a position of Secretary in the Documents 
Reproduction and Distribution Section of the La nguage Services and Documentation Division.  
Serving staff members interested in this position ar e also invited to apply.  The WTO is an Equal 
Opportunities Employer.  TITLE AND GRADE:  Secretary – Grade 5
1  
 
STARTING SALARY: 
 Approximately Swiss francs 73,900 net p.a. 
OTHER CONDITIONS: In accordance with WTO Staff Regulations and Staff Rules and 
WTO Pension Plan Regulations. 
A package of expatriate benefits is available to staff recruited 
internationally. 
 
TYPE OF APPOINTMENT:  Fixed-term for two years, with possibility of extension. 
GENERAL FUNCTIONS: Under the supervision of the Chief of Section, the incumbent 
will perform administrative and secretarial duties for the 
Documents Reproduction and Distribution Section.  
Responsibilities will include the following: 
 (a) To perform the full range of secretarial duties for the 
Chief of Section;  to convene meetings, take notes and maintain records of meetings;  to type and file a wide range of documents (reports,  memos, equipment orders, 
faxes, statistics, etc.); 
(b) To assist the Chief of Section in managing the work to 
be invoiced (producing publi cations, brochures, posters, 
etc., duplicating and printing CDs/DVD-ROMS, etc.), inter alia  by helping draw up estimates on the basis of 
precise specifications and multiple production criteria that have been or are to be established, as well as any 
other administrative operations; 
(c) To receive the originals, in electronic and/or paper form 
or on any other medium, of the work to be invoiced (publications, brochures, CDs/DVDs, etc.) ensuring that they are perfectly in line with  the specific instructions 
                                                     
 
1 The position may be offered at a lower grade if th e selected candidate does not fully meet all the 
required qualifications. 
490 OFFICE(06)/125 
Page 2  
 
notified on the production form and/or the corresponding DMS Job Ticket and in conformity with the established design standards; 
(d) To ensure that the documents to be reproduced 
(publications, brochures, CD s/DVDs, daily documents) 
are distributed to the units concerned and to check that 
all requests have been met before signing out the documents in the DMS-Roneo module and performing the required administrative tasks; 
(e) To deal with orders of consumables from external 
suppliers and to conduct interdependent operations, 
inter alia  the administrative confirmation to those 
responsible of the performance of the said operations;  to ensure that delivery dead lines are respected, to check 
delivery orders and the co rresponding invoices, and to 
enter the data as necessary; 
(f) To develop and maintain interactive tables on Excel for 
the rapid exploitation of statis tical data to determine the 
volume of production in real time;  to prepare quotations for the production of various reports, etc.; 
(g) To manage the business cards and invitations data base, 
inter alia  by checking with the Chief of Section on the 
eligibility of each new requester and ensuring that they are in conformity with the established rules and standards of design; 
(h) To open jobs in the divisional module of the DMS for 
requests involving urgent documents, pre-prints, and 
other productions, and/or internal or external needs; 
(i) To help the Chief of Section with administrative matters, 
the preparation of budget estimates, the establishment of purchase orders, and the maintenance of all other 
administrative files; 
(j) To contribute to the developm ent and/or enhancement of 
DMS-Roneo, Documents for Meetings and DDS modules, among others. 
 
REQUIRED 
QUALIFICATIONS: Completed secondary school and secretarial or commercial 
school equivalent;  specialized training in the secretarial field or proven secretarial expertise, excellent understanding of the 
substantive work and priorities of the Section. At least eight years' experience in secretarial work.  Thorough familiarity with applicable word processing and other software packages (Excel, 
Acrobat, Access) and with document design standards and 
procedures.  A basic understanding of the graphic chain would be an asset. OFFICE(06)/125 
Page 3 
 
 
LANGUAGES:  Excellent knowledge of French or English and good knowledge 
of the other language.  Knowledge  of Spanish would be an asset. 
 
APPLICATIONS:
2 Please use the online application form which may be 
downloaded from the WTO website – www.wto.org  – under 
"vacancies".  If you are unable to download the application 
form, please send an e-mail or fax to the Human Resources Division requesting the form.  A completed form may also be submitted to the following address: 
Director, Human Resources Division 
WTO 
Centre William Rappard 154, rue de Lausanne 1211 Geneva 21 Switzerland 
E-mail:  humanresources@wto.org
  
Fax:  +41-22-739 5772 
Please do not send your application via multiple routes.  It is not 
necessary to follow your app lication up with copies of 
qualifications, previous employment contracts, entire publications etc. 
Candidates must  indicate clearly in section 15 of the application 
form the Vacancy Notice No. 599. 
Applications will not be acknowledged. Only applicants 
possessing the required qualifications will be taken into consideration.  Only the successful candidate will be notified of 
the outcome of the competition. 
Candidates are kindly requested to refrain from enquiring about 
progress of their application.  
CLOSING DATE FOR THIS VACANCY NOTICE: 17 January 2007 
No applications will be considered after this date. 
 
  The WTO is a non-smoking environment. 
                                                     
 
2 Only applications from nationals  of WTO Members will be accepted.