VN Category (INT / EXT / EOI):

External

11-11-2024

Grade 4

Job Category:

Support

CHF69,539.00

This is an external vacancy notice open to external candidates and WTO staff. It is posted on the WTO internal as well as external career site. Eligible WTO staff on short-term, fixed-term or regular contracts and interns must apply through the Workday internal career site.

This is a Fixed-term contract funded through the regular budget. The duration will be two years with the possibility of extension, unless specified in the vacancy notice.

The WTO seeks to attract and retain staff members offering the highest standards of competence, efficiency and integrity and to build an organization that is representative of the Members and People it serves. As an equal opportunity and inclusive employer, the WTO gives full regard to competence and welcome applications from qualified candidates irrespective of age, disability status, gender, nationality, race, religion, sexual orientation, social origin or any other characteristic. Applications from non-represented Members (link) are particularly encouraged for all positions.

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The Secretariat of the WTO is seeking to fill the position of Office/Travel Assistant in the Office of the Director-General’s Office (DGO).

General Functions

Under the supervision of the Director General’s Special Assistant, the incumbent will perform the following duties:

Provide air and ground travel-related services to the Director-General and Advisors in the DGO (e.g. research on flights, arrange ground transportation, accommodation, VIP services, and liaise with protocol officers). In coordination with the in-house Travel Agency, propose the best available travel options and make reservations. Liaise directly with airlines for reservations and/or cancellations. Carry out all the administrative processes relating to travel prior to, during, and after trips (e.g. visa applications, preparation of travel-related programmes and itineraries).

Liaise with the WTO Finance team to handle specific financial requests related to the DGO (including travel claims and other reimbursements for DGO staff).

In addition to travel-related services, provide secretarial support to the Office of the Director-General and undertake any other tasks as assigned. This includes:

• Cataloguing and distributing all DGO hardcopy mail
• Events accreditation for DG and entourage

Respond to and screen telephone calls to the DGO as appropriate.

Provide back up and assistance to other DGO support staff when needed

REQUIRED QUALIFICATIONS

Education:

Completed secondary education. Air and ground travel-related qualifications would be an advantage.

Knowledge and Skills:

Technical Knowledge and Skills:

• Good understanding of air and ground travel services (including flight routings, aeroplane set-ups, protocol services procedures, etc.). Excellent understanding of generic travel policies.
• Good level of secretarial skills including filing and ability to handle on travel claims and reimbursements.
• Ability to draft correspondence according to established standards and to various degrees of formality.
• Proficiency in using internet-based travel information software and services (airline, hotel websites etc.).
• Proficiency in using advanced functions on standard computer applications (Windows applications: Word, Excel, and PowerPoint).

Behavioural Skills:

Excellent organisational skills; accuracy, detail focused; ability to multitask and work under pressure and strict deadlines; and tact and discretion.

The following interpersonal capabilities are required:; ability to relate to and build relationships with colleagues; ability to communicate and understand clear factual information; ability to persuade others to a point of view using facts; ability to face and cope with conflict situations with colleagues; and ability to work harmoniously as a member of a team, relating to others, while working independently to achieve his/her objectives.

This position requires flexibility with regard to work and work hours due to the unpredictable nature of travel.

Organizational Competencies

Core Competencies:

• Communicating for Results
• Effective Collaboration
• Cultivating Progressive Growth
• Professional Accountability
• Relevant Digital Proficiency
• Diversity, Equity and Inclusion

Work Experience:

Minimum three to four years’ work experience, including at least two years in a travel-related service area. Experience in providing a wide range of secretarial/administrative support and in the organization, processing, classification and archiving of correspondence and documentation would be an advantage.

Languages:

Excellent speaking, reading and writing skills in English and a good working knowledge of French (oral and written) are required. Knowledge of Spanish would be an asset.

Additional Information:

The job requires the incumbent to be available to work outside regular working hours when required and on short notice.

Additional Information:

Only applications from nationals of WTO Members will be accepted.

The recruitment process will be undertaken as per Administrative Memorandum No. 976 (OFFICE(16)/15) on Staff Promotions and external recruitment through Vacancy Notices.

The initial fixed-term contract for positions up to grade 10 shall normally be two years, which shall be probationary, as per Administrative Memorandum No. 997 (OFFICE(23)/4) on Probation Policy. For Director positions, the Policy on evaluation of directors apply as per Administrative Memorandum No. 978 (OFFICE(17)/29).

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.

Applicants may be required to sit a written examination.

Applicants will be contacted directly if selected for an interview.

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 24 months, and may subsequently be called upon as and when the need arises for additional resources.

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.