Job Opening

Posting Title: Documents Management Assistant (Temporary Job Opening), G5 (Temporary Job Opening)
Job Code Title: DOCUMENTS MANAGEMENT ASSISTANT
Department/Office: United Nations Office at Geneva
Duty Station: GENEVA
Posting Period: 31 August 2021 - 14 September 2021
Job Opening Number: 21-Conference Services-UNOG-162460-J-Geneva (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is located in the English Translation Section, Languages Service, Division of Conference Management, Department for General Assembly and Conference Management, Geneva. This position is under the general supervision of the Chief of the English Translation Section.

Responsibilities

Under the overall supervision of the Chief of the English Translation Section, and under the direct supervision of the Documents Assistant, G-6, the Documents Management Assistant will be responsible for the following duties:
- Liaises with the Chief of Section, translators/revisers, the Linguistic Support Unit, Desktop Publishing Units and Documents Management Section (DMS) on overall document processing. Communicates with Documents Management Section (DMS) to ensure timely processing of documentation, in particular pre-session and in-session material.
- Receives incoming documents for translation/editing, logging them into gDoc and tracking them through gDoc until translated.
- Assists with the distribution of documents for translation/editing and revision, dividing texts as necessary.
- Maintains a pivot table recording the status of documents received, in progress and issued, and enters the same information in gDoc. - Dispatches translated documents to the appropriate Desktop Publishing Unit and logs them out through gDoc.
- Supports the planning of summary record assignments in conjunction with the relevant committee focal points and the G-6 documents assistant, using internal tools and gDoc to update information on work progress. Registers summary records and assigns precis-writing in gDoc in consultation with DMS. Assists revisers with the compilation of summary records.
- Logs summary records out through gDoc to the appropriate Desktop Publishing Unit and maintains data on summary record assignments.
- Liaises with the Contractual Work Unit (CWU) and DMS in order to manage outsourcing of documents for translation/editing.
- Maintains statistics in CMA on work quality.
- Keeps up-to-date records of attendance, flexible working arrangements, training, tests, etc.
- Prepares weekly list of staff and allocates office space to temporary staff members (in coordination with the Office of the Chief).
- Orders and manages office supplies in coordination with the Office of the Chief.
- Responds to queries from colleagues, contractors and freelancers.
- Replaces the G-6 documents assistant when on leave.

Competencies

PROFESSIONALISM:
Thorough knowledge of the translation/editing process and the use of a dedicated document management system; Demonstrated skills in using the advanced features of Excel, Word, Sharepoint, MS Teams and related tools; 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.

CLIENT ORIENTATION:
Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

TECHNOLOGICAL AWARENESS:
Keeps abreast of available technology; understands applicability and limitation 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.

Work Experience

At least five (5) years of experience in conference services, documentation processing and management or related area is required.
Out of which preferably two (2) years within the United Nations Common System.
Experience in secretarial or administration field is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of French is desirable.

Assessment

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

Special Notice

• This position is temporarily available for 364 days. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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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