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IP Services Administrator Assistant
at Clyde & Co in Kuwait

IP Services Administrator Assistant at Clyde & Co in Kuwait

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Posted on October 12, 2014

Job details

To provide support to the IP professional team in Dubai and to ensure that all trade mark work is prosecuted in accordance with the law.

General Responsibilities

Administration Support:

• Ensuring the smooth processing of all trade mark applications before the Trade Mark Section in Kuwait.
• Organise the translation of correspondence between Clyde & Co / Clyde IP Services and the Trade Marks Section (ie arranging for letters from the TMS to be translated into English and for letters from Clyde & Co to be translated into Arabic).
• Utilising tools within the database, to prepare trade mark application forms and other routine English and Arabic language documentation relating to the filing and prosecution of trade mark applications in coordination with the IP professional team.
• Providing general administrative assistance - Scanning and printing documents sent from the IP professional team (Dubai) which need to be submitted to the TMS (and vice versa); photocopying, filing, etc.
• Providing administrative support to the IP team (in Dubai) using Filesite, Microsoft Word, E-mail, PowerPoint and Excel.
• Opening new files on the system, together with the preparation of case registration/client identification forms.
• Entering time on Carpe Diem time entry system; entering fixed fees as required.
• Entering data into the trade mark database and monitoring deadlines.
• Collating (shadow) files.
• Electronic filing of documents and e-mails; identifying correct file reference numbers.
• Cover for other team members when required.
• Undertake ad hoc duties as required/instructed.

Billing Support:

• Update cashbook on daily basis.
• Maintaining petty cash spreadsheet and processes in Elite.
• Coordinate with Kuwaiti GLO on petty cash floats.
• Coordinate draft invoices with the finance department.
• Coordinate with billing/collection assistants on queries regarding receipts, correspondent payments.
• Undertake ad hoc responsibilities as required.

Key Contacts:

• In department - IP professional team (Dubai) and Kuwaiti
• In the firm - Translation team and Rex finance department
• External – Trade Marks Office and other IP officials in Kuwaiti

Characteristics, Skills & Experience Required:
• Ability to work under pressure and to tight deadlines.
• Effective communicator and effectively interaction with members of the IP professional team (although based on a different location).
• A team player who is able to work with the minimum of supervision and accept a second opinion on his/her work.
• Good organisational and communication skills.
• Well organised / Attention to detail and has the ability to prioritise.
• Committed and determined.
• Willingness to learn.
• Proactive approach to role.
• Strong team skills.
• Mature and positive.
• Culturally sensitive.

Education / Qualifications:
Essential - High school diploma and administrative experience.
Desirable - Degree or diploma and accounting experience (in particular Elite Enterprise).

Essential - Fluent spoken and written English.
Desirable – Arabic.

Office Skills:
Essential - IT literate, strong administrative skills and a team player.

Commercial Skills
Essential - Importance of commercial deadline.
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