IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.
This post is a limited-term fixed-term post.
1. Organizational Context
a. Organizational Setting
The post is located in the Human Resources Business Support Services (HRBSS) Unit, Human Resources Operations Service of the Human Resources Management Department (HRMD). The HR Operations Service is a “one-stop” service center designed to provide a full range of administrative staffing services. The HRBSS team caters to the needs of business clients during the employee life cycle from recruitment to separation in close partnership with Talent Business Partners (TBP) and other administrative partners such as payroll, travel, visa, shipments etc. The unit is in charge of onboarding and separation, the full range of contract management as well as internal and inter-agency mobility.
b. Purpose Statement
The incumbent is a key member of the HRBSS team supporting other colleagues and working independently on a range of specialized tasks related to contract management.
c. Reporting Lines
The incumbent works under the supervision of the Onboarding and Contracts Associate.
a. Work Relations
The incumbent liaises frequently with concerned work units throughout the Organization on the provision and follow-up of HR administrative actions.
2. Duties and Responsibilities
The incumbent will perform the following principal duties:
a. Independently prepare initial letters of appointment with a focus on temporary staff members, fellows, interns and daily translators.
b. Ensure the accurate and timely processing of personnel actions related to contract management including probation, extensions and conversions for staff members as well as interns and fellows.
c. Prepare payments for authorization linked to onboarding and separation; prepare administrative correspondence; ensure overall data accuracy.
d. Analyze and process benefits and entitlements upon appointment and separation; validate relevant results in the payroll validation tool.
e. Cater to the needs of business clients during the employee life cycle from recruitment to separation in close partnership with TBPs and other administrative partners such as payroll, travel, visa, shipments etc.
f. Proactively support the streamlining of HR Operations procedures with a focus on accessibility, efficiency, effectiveness, client orientation, and user experience; make recommendations for improving working procedures.
g. Support the end-to-end business process review and service quality within HRBSS in line with WIPO’s changing needs and priorities; participate in and actively contribute to peer-to-peer learning meetings between HRBSS and TBPs with the objective to foster better collaboration.
h. Propose updates and improvements in design, content and layout of the work unit’s web pages; develop guidelines, user manuals and other documents and prepare them for upload.
i. Perform other job-related duties as required.
3. Requirements
Education (Essential)
Completed secondary education.
Education (Desirable)
First-level university degree in Human Resources or in a related field.
Certification/training in Business Intelligence and/or people analytics.
Experience (Essential)
At least five years of relevant work experience including in the administration of contracts and benefits and entitlements in a UN or other international organization.
Experience working with an ERP system.
Experience (Desirable)
Experience working in the private sector.
Language (Essential)
Excellent written and spoken knowledge of English.
Language (Desirable)
Good knowledge of French.
Knowledge of other UN official languages.
Job Related Competencies (Essential)
Good knowledge of HR policies, principles and concepts and the ability to interpret and work within the applicable rules, regulations and procedures.
Client oriented with the ability to provide high quality client service; understanding of diverse client needs and ability to foster effective two-way communication, ensuring necessary information and services in a timely manner.
Proactive in identifying potential issues and initiative in proposing solutions to problems.
Good analytical skills and meticulous attention to detail.
Excellent organizational and time management skills with the ability to manage competing priorities.
Excellent written and spoken communication skills.
Absolute discretion in dealing with confidential matters.
Excellent interpersonal skills and ability to maintain effective partnerships and working relations in a multicultural environment with sensitivity and respect for diversity.
Sound data literacy, and competent user of Microsoft Office applications (including Word, Excel, Outlook and PowerPoint) the internet and HR information systems; ability to adapt quickly to new software.
4. Organizational Competencies
1. Communicating effectively.
2. Showing team spirit.
3. Demonstrating integrity.
4. Valuing diversity.
5. Producing results.
6. Showing service orientation.
7. Seeing the big picture.
8. Seeking change and innovation.
9. Developing yourself and others.
5. Information
Mobility: WIPO staff members are international civil servants subject to the authority of the Director General and may be assigned to any activities of the Organization. Accordingly, the selected candidate may be required to move from time to time to new functions.
Annual salary (Net of tax): 79,366 CHF
Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.
Additional Information
* Initial fixed-term appointment of one year, renewable subject to satisfactory performance and other applicable conditions. The selected candidate’s appointment will be subject to an overall term of five years in this position, with normally no possibility of renewal beyond that term. S/he may, however, apply and be considered for other positions at WIPO.
This is not applicable to WIPO staff members on fixed-term, continuing or permanent appointments, who were recruited following a competition under Staff Regulation 4.10 (“Appointment Boards”).
Dependency allowances
7,939 CHF per year for dependent spouse; 6,398 CHF per year for each dependent child.
Language allowance
Arabic, Chinese, English, French, German, Japanese, Korean, Portuguese, Russian and Spanish: 4,788 CHF per year for two of these languages, and 3,192 CHF per year for one of them. The allowance is not payable for the mother tongue or the main working language of the staff member. The grant of this allowance is subject to examination.
General Service posts are generally subject to local recruitment. Staff in the General Service category is recruited in the host country or within reasonable commuting distance of the Headquarters.
This vacancy announcement may be used to fill other posts at the same grade with similar functions in accordance with Staff Rule 4.9.5.
Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.
The Organization reserves the right to make an appointment at a grade lower than that advertised.
By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.
In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of your identification and the degree(s)/diploma(s)/certificate(s) required for this position. WIPO recognizes higher educational qualifications obtained from institutions accredited/recognized in the World Higher Education Database (WHED), a list maintained by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed here: http://www.whed.net/. Some higher educational qualifications may not be listed in WHED, and will be reviewed on a case-by-case basis.
Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.
Additional background checks may be required.
Level of Education: Bachelor Degree
Work Hours: 8
Experience in Months: No requirements