Ethics Assistant

WIPO • Geneva, IL

11d

About The Position

The incumbent is required to proactively provide support to the WIPO Ethics Office, encompassing both day-to-day administrative functions and multi-faceted processes, in line with the Chief Ethics Officer’s guidance, in areas such as human resources, IT, finance, outreach, and program and budget.

Requirements

• Completion of secondary education.
• At least five years of administrative or general office support experience.
• Experience working with an ERP system.
• Experience working in administrative, legal, human resources, audit, investigation services or any other ethics-related functions.
• Demonstrated experience using digital tools and basic AI-enabled applications to improve efficiency, such as automating routine tasks, managing data accurately and supporting online collaboration.
• Excellent written and spoken English and working knowledge of French.
• Ability to work within the applicable rules, regulations, policies and procedures.
• Excellent drafting skills, ability to structure content and restitute information with a high degree of accuracy and meticulous attention to detail.
• Strong interpersonal skills with ability to communicate clearly and compassionately, foster trust in emotionally charged situations.
• Ability to maintain effective partnerships in diverse, multi-cultural environments.
• Excellent organizational and time management skills and ability to work with minimum supervision and sense of initiative.
• Ability to handle and protect confidential and sensitive data with integrity, discretion and good judgment.
• Practical ability to learn and apply new technologies in daily work.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), ERP systems, and ability to use online collaboration tools (Teams, SharePoint).
• Familiarity with basic AI-enabled features (e.g., automated formatting, data validation) and willingness to learn new tools quickly.
• Demonstrated ability to organize, manage, and retrieve data effectively using electronic filing systems, spreadsheets, and databases; apply simple automation (e.g., formulas, templates) to improve accuracy.
• Ability to conduct data searches, compile information, and present findings clearly and accurately.

Nice To Haves

• Training in law, ethics, public administration, international relations, or a related field.
• Experience working within the UN or public sector.
• Knowledge of other official UN languages.

Responsibilities

• Plan, coordinate, arrange and carry out a variety of administrative and operational support tasks and processes in areas such as human resources, IT, finance, program and budget, update databases, extract and compile data and information to support the preparation of program and budget documentation. Use digital tools (e.g., spreadsheets, ERP systems) and simple AI features (e.g., automated templates, data checks) to streamline reporting and documentation.
• Coordinate the organization of meetings and events, including logistical and travel arrangements, and the preparation of related correspondence and documentation.
• Provide general administrative support, including calendar and correspondence management, reception of visitors, handling and screening of emails, and monitoring of deadlines and follow-up actions. Leverage scheduling tools and automated reminders to manage deadlines effectively and reduce time spent on those activities while ensuring confidentiality.
• Assist in the preparation and finalization of annual and other (internal and external) reports, follow up on clearance process, coordinate with editing and translation services, and ensure timely publication of reports in multiple languages.
• Record, monitor and follow up on requests for confidential advice on ethical issues, ensuring accurate documentation and strict confidentiality, alert supervisor on urgent matters, maintain and update case tracking system and propose improvements to processes as necessary.
• Act as the administrative and technical focal point for financial disclosure exercises, including establishing and monitoring lists of filers, initiating disclosure exercises, maintaining access rights, providing guidance to filers, following up on status of submissions, liaising with IT services and external reviewer, and identifying and proposing enhancements to related workflows and systems. Ensure accurate data entry and use system features to track submissions and generate status reports.
• Provide support for the planning, development and implementation of outreach activities, liaising with internal and external stakeholders, preparing, upon request, materials and content for general or targeted audience, monitoring participation and proposing updates or improvements to the WIPO Ethics Office’s Internet and Intranet pages. Use basic analytics tools to monitor engagement and suggest improvements.
• Perform other related duties as required.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees