Job Opening

Posting Title: DOCUMENTS MANAGEMENT ASSISTANT (Temporary Job Opening), G4 (Temporary Job Opening)
Job Code Title: DOCUMENTS MANAGEMENT ASSISTANT
Department/Office: United Nations Office at Geneva
Duty Station: GENEVA
Posting Period: 14 June 2022 - 28 June 2022
Job Opening Number: 22-Conference Services-UNOG-183990-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 post is located in the Documents Management Unit, Documents Management Section (DMS), Central Planning and Coordination Service (CPCS), Division of Conference Management (DCM), Department for General Assembly and Conference Management, Geneva. The incumbent reports to the Chief, Documents Management Unit.

Responsibilities

Under the supervision of the Chief, Documents Management Unit, and within the framework of evaluation of documentation (parliamentary, publications and others) accepted for processing by DMS Geneva for translation, pre-editing, post-editing, text processing and any other related tasks in line with the adopted SOP, and to that end the incumbent:
• Determines the parts of the submissions that require specific treatment in light of the special instructions added by Documents Control and submitters in gDoc.
• Determines reprise text of previously translated UN official documents based on all relevant information provided by the submitter and marked-up copies; including using the automated reprise calculation/ evaluation tool to establish if the document consists of any additional text that may have been taken from another source and that was not identified as such.
• Verifies, if any, corrections indicated after referencing in the documents submitted for evaluation.
• Establishes the number of words to be edited, translated and/or revised for in house or contractual translation and enter the credits in gDoc with any pertinent remarks about the credit for editing, translation/revision.
• Attaches to gDoc the files with indication of reprises and shares them (if necessary) with in house or contractual translation.
• Enters in gDoc the credit for all translation work processes including editing, translation, text-processing, and proof-reading for all submissions accepted for processing including through workshares with other duty station.
• Monitors required corrections, in cooperation with Documents Control, and re- evaluates submissions/jobs considering corrections or reissuances and undertake any updates to credits already assigned.
• Monitors the progress of documentation submissions for contractual translation, text processing, editing and up-dates the credit in gDoc accordingly.
• When pertinent, converts files such as PDF and VISIO into MSWord prior to undertaking evaluation of jobs that come with images or parts of documents in these formats.
• Performs other duties as assigned.

Competencies

PROFESSIONALISM: Thorough knowledge of the United Nations documentation, UN standards, Documents Symbols, meeting, organization of client departments. 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

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 audience; demonstrates openness in sharing information and keeping people informed.

Education

High school diploma or equivalent.

Work Experience

At least three (3) years of experience in the documentation field or related area is required.

Out of these 3 years, one year of experience within the United Nations Common System is desirable.

Experience in United Nations documentation system and gdoc platform is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English or French and knowledge of the other required. Knowledge of another UN official language would be an asset.

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 starting 1st August 2022 for an initial period of 3 months with a possibility of extension. 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.

• Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment.

• 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.

• 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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

• 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.

Sorry, this job opening is no longer available.
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