Job Opening

Posting Title: DOCUMENTS MANAGEMENT ASSISTANT, G6
Job Code Title: DOCUMENTS MANAGEMENT ASSISTANT
Department/Office: Office of the High Commissioner for Human Rights
Duty Station: GENEVA
Posting Period: 08 July 2022 - 21 August 2022
Job Opening Number: 22-Conference Services-OHCHR-185014-R-Geneva (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Office of the High Commissioner for Human Rights (OHCHR), External Outreach Service (EOS), in the Meetings, Documents and Publications Unit (MDPU), Geneva. The incumbent reports to the Document Management Officer.

Responsibilities

Under the general supervision of the Head of MDPU and the direct supervision of the Document Management officer, the incumbent will be responsible of the following duties:

- Coordinates the overall planning and scheduling of all OHCHR documents;
- Prepares and updates the forecasts for the pre-, in- and post-session documents for the meetings of treaty bodies, the Human Rights Council and its subsidiary bodies;
- Processes Human Rights Council (HRC) documents, Human Rights Council (HRC) Working Groups (WGs) documents, NONE documents, General Assembly (GA) documents and Treaty Bodies (TBs) documents via gDoc, liaising with both relevant secretariat staff and Document Management Section (DMS), responding and following up on queries;
- Analyzes resolutions of the General Assembly, the Economic and Social Council and the Human Rights Council in order to compile the list of mandated reports with assigned authorship within OHCHR;
- Ensures that documentation forecasts are submitted in a timely manner, including by following-up with all OHCHR Secretariats and Sections;
- Assists OHCHR colleagues in meeting submission deadlines by evaluating and matching their needs to appropriate solutions;
- Independently responds to forecast queries from submitting officers and UNOG's Documents Management Planning Unit;
- Develops and maintains an electronic tracking and monitoring system for the timely submission of documents, based on the approved documentation forecasts;
- Organizes information and compiles statistics relating to the processing of documents channeled through MDPU;
- Devises and manages tracking tools for MDPU's follow-up and advisory and support actions in order to facilitate increased submission compliance;
- Trains and guides new and junior staff as appropriate;
- Handles non-routine and complex cases; identifies issues; conducts research and analysis, and provides historical background on specific issues;
- Carries out other tasks requested by the Head of Unit.

Competencies

PROFESSIONALISM: Knowledge of UN structure, functioning of UN bodies, UN documentation rules and document forecasting. 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. 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. 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.

Work Experience

At least Seven (7) years of experience in conference services, documentation management is required.

Experience preparing complex forecasts for the processing of parliamentary documents is desirable.

Advanced experience with Excel is desirable.

Experience with electronic systems, such as UN documentation databases and applications, 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 French is desirable. Knowledge of another UN official language is an advantage.

Assessment

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

Special Notice

Extension of the appointment is subject to the extension of the mandate and/or availability of funds.

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.

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.

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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