Job Opening

Posting Title: Documents Assistant, G6
Job Code Title: DOCUMENTS ASSISTANT
Department/Office: United Nations Environment Programme
Duty Station: GENEVA
Posting Period: 07 February 2022 - 16 March 2022
Job Opening Number: 22-Conference Services-UNEP-169261-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 UN 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.

This position is located in the Governance Branch of the Secretariat of the Basel, Rotterdam and Stockholm Convention (BRS), in Geneva. The Governance Branch is responsible for the management and coordination of meetings of the conferences of the Parties and their subsidiary bodies. Within limits of delegated authority and under the direct supervision of the Programme Management Officer, the incumbent will be responsible for the following duties,

Responsibilities

1. Organizes the submission of official meeting documents for editing and translation by UNON Conference Services and follows up on the progress; ensures that deadlines are met and translated documents meet the organization’s standards in terms of terms of completeness, terminology and translation quality.

2. Liaises between the BRS Secretariat and UNON Conference Services in matters related to the editing/translation of meeting documents.

3. Liaises with relevant officers regarding specific needs of each translation project; researches base/reference documents as needed; transmits documents with clear indication of tasks, deadlines and word counts.

4. Organizes the archiving of the electronic files of the meeting documents and sound recordings from meetings of the Secretariat.

5. Establishes and maintains a computerized database to monitor and follow-up submission of documents and to keep track on the status of each document, from the time the document has been cleared by the Executive Secretary until the document has been finalized/translated/published on the Secretariat’s website.

6. Prepares statistics for each meeting (e.g. number/percentage of documents submitted/pending, in processing, finalized, number of pages sent for translation, estimate costs of editing/translation).

7. Assists in the in-house formatting and finalization of meeting documents not requiring official editing/translation.

8. Retrieves the final documents online and checks the documents for any oversight (formatting, references, paragraph/page numbering).

9. Liaises with the IT staff in the posting of the documents on the Secretariat’s website.

10. Performs other duties as required, such as administrative and secretarial tasks to support professional staff in the Branch on specific projects and support in the preparation of meetings.

Competencies

PROFESSONALISM: 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.

PLANNING AND 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.

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 is required. Candidates must have passed the United Nations Administrative Support Test (ASAT), or the Global General Service Test (GGST), at Headquarters, or at Offices Away from Headquarters (OAHs). Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

Work Experience

A minimum of seven (7) years of experience in conference services, processing of multilingual official documentation/correspondence, programme or project administration or related area is required.

Experience with application of documentation policies and practices, including the document processing work flow and relevant operational procedures is required.

Working experience with a global system for document management used by the United Nations, such as Documents, Conference and Production Management System (DCPMS) or Global Document Management System (gDOC) 2.0 is desirable.

Experience with standards and rules on handling and control of documentation and official correspondence is desirable.

Experience working with IT applications for file manipulation (e.g. MS Word and Excel, graphics software, Adobe Acrobat, etc.) is desirable.

Languages

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

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

Appointment against this post is for an initial period of one year and may be subject to extension.

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. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment.

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.

Internal Applicants – when completing the AP form, 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.

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 e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Contact Us" 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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