General Functions
Reporting to the Director of the Division, the incumbent will be responsible for secretarial and administrative functions of the Division and supervise the secretarial team supporting the work of the Division:
1. Coordinate and supervise the work of secretaries, training and mentoring them, contributing to or undertaking the evaluation of their performance, and participating in the recruitment of these staff.
2. Perform the full range of administrative and secretarial duties as required by the work of the Division. This includes maintaining, developing and implementing office procedures to ensure the efficient and effective running of the Division, addressing administrative challenges, ensuring WTO administrative procedures are correctly applied in the Division and adapting procedures to meet changing needs as required.
3. Liaise with Secretariat staff outside the Division, including senior management, as well as with Chairpersons and senior officials of delegations (Ministers, Ambassadors) in regard to the work of the Division. Coordinate and monitor document processing to ensure that all outgoing written communications conform to WTO format and presentation standards, and provide, as necessary, editorial assistance in the context of Secretariat reports or correspondence.
4. Maintain staff records and deal with basic personnel issues in consultation with managers and HR specialists, follow up on HR-related divisional matters such as maintaining absence/leave records of divisional staff. Be the primary focal point for the hiring of interns, short-term staff members and creating vacancy announcements on the corporate HR platform. Be fully conversant with the WTO Rules and Regulations, administrative policies and procedures.
5. Provide assistance in administering and monitoring the allocated divisional budget, supporting the Director in budget planning and administration, and tracking and reporting on financial commitments. Monitor divisional travel budget, create travel requests and administer travel claims via the dedicated in-house application Mobilexpense.
6. Assist with and contribute to outreach activities as required. Manage and supervise work in conjunction with events and large functions organized by the Division.
7. Provide administrative support to divisional staff; receive telephone calls and visitors for the division and specifically the Director; prioritize and schedule appointments.
8. Assist in the monitoring and update of all information of divisional activities and carry out any other administrative duties as assigned by the Director. Organize the agenda of the Director and assist in the general work of the Division as required. Maintain and monitor divisional administrative systems; participate in the preparation of, and monitor expenditure and procurement.
Maintain and improve the divisional filing system, on files and on the computer system; type general correspondence, documents and internal communications.
9. Convene, organize and service all bilateral, plurilateral and multilateral meetings and consultations called by relevant Chairpersons and Facilitators, receiving telephone calls and visitors, scheduling and screening appointments, handling correspondence, and typing and processing highly sensitive and confidential memoranda and other documents.
10. Assist in preparation of meetings of bodies and processes serviced by the Division;
provide administrative support to the bodies serviced by the Division, which may include organizing meetings and conferences including formal and informal meetings at the ambassador and senior capital-based official levels, being responsible for the coordination and/or dissemination of documents including delegations' statements and Chairnotes, drafting correspondence, responding to queries from delegates, Ministries or other organizations and formatting, editing and proofreading documentation; provide support to interpreters; coordinate and monitor documents translation, reproduction and distribution.
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General Functions Reporting to the Director of the Division, the incumbent will be responsible for secretarial and administrative functions of the Division and supervise the secretarial team supporting the work of the Division: 1. Coordinate and supervise the work of secretaries, training and mentoring them, contributing to or undertaking the evaluation of their performance, and participating in the recruitment of these staff. 2. Perform the full range of administrative and secretarial duties as required by the work of the Division. This includes maintaining, developing and implementing office procedures to ensure the efficient and effective running of the Division, addressing administrative challenges, ensuring WTO administrative procedures are correctly applied in the Division and adapting procedures to meet changing needs as required. 3. Liaise with Secretariat staff outside the Division, including senior management, as well as with Chairpersons and senior officials of delegations (Ministers, Ambassadors) in regard to the work of the Division. Coordinate and monitor document processing to ensure that all outgoing written communications conform to WTO format and presentation standards, and provide, as necessary, editorial assistance in the context of Secretariat reports or correspondence. 4. Maintain staff records and deal with basic personnel issues in consultation with managers and HR specialists, follow up on HR-related divisional matters such as maintaining absence/leave records of divisional staff. Be the primary focal point for the hiring of interns, short-term staff members and creating vacancy announcements on the corporate HR platform. Be fully conversant with the WTO Rules and Regulations, administrative policies and procedures. 5. Provide assistance in administering and monitoring the allocated divisional budget, supporting the Director in budget planning and administration, and tracking and reporting on financial commitments. Monitor divisional travel budget, create travel requests and administer travel claims via the dedicated in-house application Mobilexpense. 6. Assist with and contribute to outreach activities as required. Manage and supervise work in conjunction with events and large functions organized by the Division. 7. Provide administrative support to divisional staff; receive telephone calls and visitors for the division and specifically the Director; prioritize and schedule appointments. 8. Assist in the monitoring and update of all information of divisional activities and carry out any other administrative duties as assigned by the Director. Organize the agenda of the Director and assist in the general work of the Division as required. Maintain and monitor divisional administrative systems; participate in the preparation of, and monitor expenditure and procurement. Maintain and improve the divisional filing system, on files and on the computer system; type general correspondence, documents and internal communications. 9. Convene, organize and service all bilateral, plurilateral and multilateral meetings and consultations called by relevant Chairpersons and Facilitators, receiving telephone calls and visitors, scheduling and screening appointments, handling correspondence, and typing and processing highly sensitive and confidential memoranda and other documents. 10. Assist in preparation of meetings of bodies and processes serviced by the Division; provide administrative support to the bodies serviced by the Division, which may include organizing meetings and conferences including formal and informal meetings at the ambassador and senior capital-based official levels, being responsible for the coordination and/or dissemination of documents including delegations' statements and Chairnotes, drafting correspondence, responding to queries from delegates, Ministries or other organizations and formatting, editing and proofreading documentation; provide support to interpreters; coordinate and monitor documents translation, reproduction and distribution.