Job Opening

Posting Title: DOCUMENTS MANAGEMENT OFFICER, P4 [Filled from Roster]
Job Code Title: DOCUMENTS MANAGEMENT OFFICER
Department/Office: United Nations Environment Programme
Duty Station: GENEVA
Posting Period: 02 June 2021 - 16 July 2021
Job Opening Number: 21-Conference Services-UNEP-153412-R-Geneva (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. CITES (Convention on International Trade in Endangered Species of Wild Fauna and Flora) is an international agreement between states. Its aim is to ensure that international trade in specimens of wild animals and plants does not threaten their survival(www.cites.org).

Under the supervision of the Chief, Governing Bodies Unit, the incumbent is primarily responsible for the implementation of the Team's substantive work programme; overseeing the document management process during meetings of the Conference of the Parties and of the permanent committees. The incumbent may be called upon to perform other duties such as representing the CITES Secretariat in international meetings and participating in other CITES activities.

Under the direct supervision of the Chief of Governing Bodies Unit, the incumbent will perform the following functions:

Responsibilities

1. Programme Implementation:

a. Implement instructions from the text of the convention and of Resolutions and Decisions of the COP, such as revision of Resolutions.
b. Establish and maintain government official contacts, other UN and inter-governmental agencies, non-governmental organisations, diplomatic missions, among others, thereby ensuring appropriate collaboration and exchange of information both within and outside the UN system, on CITES issues in general.
c. Edit complex or politically sensitive material, normally without revision, to ensure accuracy, clarity, cohesion, and conformity with United Nations standards, policy and practice. Carry out more extensive editing where required, including rewriting, abridging, and restructuring texts for greater readability and better logical sequence and assist the staff of substantive units and delegations with the drafting of documentation and provides advice on matters concerning editorial policy and practice.

2. Oversee design and implement of various meeting registration programmes and provide substantive guidance to governments on use of these programmes:

a. Lead the annual review of reference documents through communication with all staff, governments and organizations concerned; and ensure regular update of the documents on the CITES website and the document management database after each meeting of the CoP.
b. Supervise Documents Clerk; prepare of annual work plans; evaluation of staff performance and participate in planning and preparing the team budget and work programme. c. Lead the development and establishment of specific publications, documentation and meeting policies and guidelines; develop methodologies and procedures to improve and expedite the availability of respective documents, edit complex and politically, legally and scientifically sensitive material to ensure UN standards, policy and practice and Carry out more extensive editing where required, including re-writing, abridging and restructuring texts; Consult with author departments, committees, governments and other organizations and carry out research to clarify ambiguities and rectify substantive errors.
d. Draw up editorial guidelines, determine desk-top publishing standards and practices; and assist staff, committees and delegations with drafting of documentation and provide advice on editorial policy and practice; Oversee production, processing, translation and revision of all official documentation including Notifications to the Parties and documents, executive summaries and summary records of CITES Committees.
e. Proposes solutions to avoid overlap and duplication and to ensure efficient use of resources and anticipate impending problems in these areas and recommend solutions.
f. Provide leadership and work direction on the use of computer assisted translation tools; carry out linguistic research and prepare terminological research glossaries and related reference tools.
g. Establish and maintain a roster of external translators and counsels, assist and brief on procedures and Secretariat practices and on terminology of a broad range of subjects.

3. Supervise production flow of meeting documentation of CoP:

a. Counsel and assist précis-writers and brief them on procedures and practices of Secretariat and terminology; Edit summary records, serve as monitor of the précis-writing teams and act as team leader of Secretariat pool.
b. Prepare meeting documents and proceedings of meetings of the Conference of Parties, prepare final versions of the reference legislative and scientific meetings of the Conference of Parties, Draft notes, background papers, talking points and other correspondence for senior CITES officials and follow up on the implementation of their decisions and recommendations.
c. Coordinate all procedural, logistical and technical aspects of meetings and ensures the timely and accurate submission and issuance of all pre-session, in-session, and post-session documentation (including draft resolutions, decisions and reports), and

4. Perform other related duties as assigned, including preparation of special reports, representation of CITES in international meetings and participate in CITES activities.

Competencies

PROFESSIONALISM: 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.


PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

ACCOUNTABILITY: Takes ownership of all responsibilities and honors commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision-making authority. Makes sure that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly.

Education

Advanced university degree (Master’s degree or equivalent) in natural environment, public administration, social science and publishing, international legislation, or a related field is required.
A first-level university degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of seven (7) years of progressively responsible experience in document control and production, web maintenance in an international environment or related field is required.
Experience in dealing with procedures, polices and practices of intergovernmental bodies of an international organization is required.
Experience in provision of advice to presiding officer/Bureau of an intergovernmental body is desirable.
Work experience in scientific nomenclature, natural environment and international legislation is desirable.
Experience in preparation/coordination of intergovernmental documentation is desirable.

Languages

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

NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "Knowledge of" equals a rating of "confident" in two of the four areas

Assessment

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

Special Notice

This position is open for recruitment for an initial period of one year and may be subject to extension. 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.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. An impeccable record for integrity and professional ethical standards is essential.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

Individual contractors and consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for professional and higher temporary or fixed-term positions and their applications will not be considered.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists please seek technical assistance through the Inspira "Need Help?" link.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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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