Job Opening

Posting Title: DOCUMENTS MANAGEMENT ASSISTANT, G5
Job Code Title: DOCUMENTS MANAGEMENT ASSISTANT
Department/Office: United Nations Office at Geneva
Duty Station: GENEVA
Posting Period: 13 May 2019 - 11 June 2019
Job Opening Number: 19-Conference Services-UNOG-116727-R-Geneva (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This post is located in the Arabic Translation Section, Languages Service, Division of Conference Management, United Nations Office at Geneva.

Responsibilities

Under the overall supervision of the Chief of the Arabic Translation Section, and under the direct supervision of the Programming Officer and the Documents Management Assistant G-6, the incumbent will be responsible for the following duties:
- Receives incoming documents for translation/editing, logging them into gDoc and tracking them through gDoc until translated.
- Dispatches translated documents to the appropriate Text Processing Unit, logging them out through gDoc.
- Maintains a reference system of job cards recording the date and time of reception/in work/dispatch/ and enters the same information into gDoc.
- Assists the Programing Officer with the distribution of documents for translation/editing and revision, dividing texts as necessary.
- Communicates with Documents Management Section (DMS) to ensure timely processing of documentation, in particular pre-session and in-session material.
- Liaises with Chief of Section, translators/revisers, Reference Unit, Text Processing Units and DMS on document processing.
- Enters data into gDoc productivity programme related to special assignments.
- Enters data into spreadsheets on meetings assignments to track workload distribution.
- Liaises with the Contractual Work Unit (CWU) and DMS in order to arrange outsourcing of documents for translation/editing.
- Files the tracking cards of translated documents.
- Responds to ad-hoc requests.
- Keeps up-to-date records of attendance, overtime, compensatory time, flexible working arrangement, training and external studies.
- Prepares weekly list of staff and allocates office space to temporary staff members (in coordination with the Senior Administrative Assistant of the Office of the Chief).
- Orders and manages office supplies in coordination with the Office of the Chief.
- Performs clerical functionsas may be requested by the Chief of the Translation Section.

Competencies

PROFESSIONALISM:
- Thorough knowledge of the translation/editing process and the use of a dedicated document management system.
- Ability to use computer equipment and any Enterprise Resource Planning (ERP) system.
- Shows pride in work and in achievements.
- Demonstrates professional competence and mastery of subject matter.
- Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
- Is motivated by professional rather than personal concerns.
- Shows persistence when faced with difficult problems or challenges.
- Remains calm in stressful situations.
- Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

TEAMWORK:
- Works collaboratively with colleagues to achieve organizational goals.
- Solicits input by genuinely valuing others' ideas and expertise.
- Is willing to learn from others.
- Places team agenda before personal agenda.
- Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position.
- Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

COMMUNICATION:
- Speaks and writes clearly and effectively.
- Listens to others, correctly interprets messages from others and responds appropriately.
- Asks questions to clarify, and exhibits interest in having two-way communication.
- Tailors language, tone, style and format to match the audience.
- Demonstrates openness in sharing information and keeping people informed.

TECHNOLOGICAL AWARENESS:
- Keeps abreast of available technology.
- Understands applicability and limitations of technology to the work of the office.
- Actively seeks to apply technology to appropriate tasks.
- Shows willingness to learn new technology.

Education

High school diploma or equivalent is required.

Work Experience

At least five (5) years of experience in documentation processing, secretarial, administrative or related area is required, of which preferably two (2) years within the United Nations Common System is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English or French is required. Knowledge of another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the United Nations Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, ICTY or the Global General Services Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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