Duties and Responsibilities
The incumbent will perform the following principal duties:
a. Contribute to the preparation of program and project documentation following the guidance of the Program and Project Managers.
b. Provide administrative support in organizing and scheduling meetings including setting up appointments, distributing meeting documents, arranging meeting rooms, drafting and distributing minutes of meetings.
c. Monitor specific aspects of program implementation, identify problems and propose actions to expedite project delivery. Analyze progress, identify and document significant project events, decisions or deviations.
d. Carry out research and market analysis, prepare documentation and compile information in support of the development, coordination, monitoring and evaluation of program; perform a range of administrative actions with regards to the implementation of the program activities using WIPO’s administrative systems and tools. Manage and maintain project library (wiki) as part of the project delivery process.
e. Assist the Program Manager and Project Managers in the program planning and execution including liaison and coordination support with relevant internal and external actors.
f. Collect data, produce and develop reports, statistics and summaries of information on program, with a view to supporting effective business decisions; follow-up with team members to ensure information is up-to-date and accurate; correct inaccuracies and update relevant databases and systems.
g. Manage the onboarding or handover activities around the arrival or departure of team members, within the context of the Program.
h. Define and execute business users training on the various products of the Program.
i. Define, produce and maintain communication materials (press releases, training presentations, FAQs, flyers, videos) for internal and external stakeholder engagements.
j. Support the Test Manager in providing second-level customer support. Contribute to provide consistent and factual information to customers.
k. Contribute to the monitoring of the progress and documentation of planned activities, pending actions and tickets, under the guidance of the Project Manager.
l. Perform other duties as required.
Requirements
Education (Essential)
First-level university degree in public administration, management, information technology, law, human sciences or a related field.
Education (Desirable)
Certification in Business Analysis or Business Process Modelling.
Advanced university degree in management, administration, law or related field.
Experience (Essential)
Two years of relevant professional experience in project, program or operations support.
Experience drafting and editing documents.
Experience developing and executing communication strategies.
Experience in taking and compiling meeting notes.
Experience in an international environment.
Experience (Desirable)
Experience in managing and publishing project documentation.
Language (Essential)
Excellent knowledge of written and spoken English.
Language (Desirable)
Knowledge of other UN languages (Arabic, Chinese, French, Russian or Spanish).
Job Related Competencies (Essential)
Excellent organizational skills.
Ability to anticipate and evaluate impact of action on dependencies and take appropriate action.
Ability to establish priorities and plan assigned work.
Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multicultural environment with sensitivity and respect for diversity.
Organizational Competencies
