Job Opening

Posting Title: Documents Management Assistant, G5 [Filled from Roster]
Job Code Title: DOCUMENTS MANAGEMENT ASSISTANT
Department/Office: United Nations Office at Vienna
Duty Station: VIENNA
Posting Period: 29 October 2021 - 27 November 2021
Job Opening Number: 21-Conference Services-UNOV-166224-R-Vienna (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 Reproduction and Distribution Unit (RDU), Planning, Coordination and Meetings Section (PCMS), Conference Management Service (CMS), Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent will report to the RDU Supervisor.

For more information on UNOV, please visit the website: www.unov.org.

Responsibilities

Within assigned authority the Documents Management Assistant will be responsible for the following duties:

Correspondence:
• Participate, as a member of a team, in the processing of documents (including also correspondence of sensitive and confidential nature), publications and formal/official communications (e.g. to ministers of foreign affairs, permanent representatives, international organizations) by receiving and verifying submitted documents/texts to ensure compliance with relevant submission standards and regulations as well as formal, protocol and/or other requirements.
• Enter, track and update document information in the electronic Documents, Conference and Production Management System (DCPMS) database; monitor the progress of work and deadlines for submission/ submitted documents/communications and follow up with substantive offices as needed; provide advice on the most cost effective and timely mode of dispatch of materials.

Distribution/Stock/Official Document System (ODS):
• Prepare, direct and participate in packaging and shipping of documents, publications and information materials for individuals, Governments, missions and other users thropughout the world.
• Co-ordinate extensively with various document processing services on preparation, reproduction and distribution of documents and publications; arrange for pick-up and delivery of large shipments destined to internal and external offices.
• Process documents for electronic distribution, inter alia on ODS and VIC-Online. Transmit documents to the appropriate addressees through the available channels of online communication. Assist in conducting meetings in a PaperSmart mode; maintain/update continuously for the Unit the files, forms, logs and databases required for processing documentation ensuring that they contain the most current information.

Reproduction:
• Establish print order; initiate reprints; check receiving and inspection of parliamentary documentation, reports of publications for discrepancies/anomalies; investigate and resolve issues as necessary. Produce conference room nameplates, door and orientation signs with electronic laser engraving equipment. Load USB data sticks with respective digital content using heavy duty USB duplicator. Production of mailing labels for VBOs and client address data management.

Meetings support:
• Organize and coordinate documents distribution services during meetings/conferences. Prepare paper sets in all official United Nations languages and ensure that documents are delivered to meeting rooms and other users in a timely manner, meeting required deadlines. Provide distribution and reproduction services at meetings held abroad, on a rotational basis.
• Use conference online portal to upload documents (e.g. pre-session documents) ensuring that delegates and meeting participants receive documents on time. Prepare pre-session documents in pigeon-holes according to meeting schedules.
• Provide assistance and support to queries from clients (Representatives from Permanent Missions, Ambassadors, delegates, etc.) regarding official documents.

General (ad-hoc) functions:
• Act as Officer-on-Call during weekends and holidays, as needed.
• May be responsible for guiding, training and supervising the work of more junior General Service staff. Undertake cross training and engage in multitasking in order to work flexibly as a member of a team in an evolving documents management work environment.
• Perform general office support functions, as required; cover for other General Service staff functions when colleagues are absent or on leave.

Competencies

• Professionalism: Has knowledge of the Organization and specifically its policies and procedures as they relate to documentation and publications. Demonstrates use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps. Is able to produce high quality work pressure and cope with deadlines, flexibility to work on different shifts. 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.

• 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.

Education

High school diploma or equivalent.

Job - Specific Qualification

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, ECA, ESCA, UNOG, UNOV, ICTR or ICTY may be accepted in lieu of the GGST.

Work Experience

Five years of progressively responsible experience in conference services, document distribution or reproduction function are required.

Working experience with documents management systems such as Documents, Conference and Production Management System (DCPMS), an enterprise resource planning system like SAP/UMOJA and/or with maintaining and utilizing databases is desirable.

Languages

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

Assessment

Evaluation of qualified candidates may include an assessment exercise and a 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.

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."

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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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