Assignment - Documentation Associate, Office of the Secretary of the Executive Board (G6), NY, USA

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, a champion.

The UNICEF Office of the Executive Board is responsible for maintaining an effective relationship between the Executive Board and the UNICEF secretariat. Under the guidance of the President and the Bureau, the Office services all aspects of the work of the Executive Board, including the formal sessions, informal consultations and briefings, Bureau meetings, and field visits by the Bureau and Executive Board members. The Office also provides editorial and technical services for all documentation related to Executive Board sessions and meetings, decisions, reports of sessions and the country programme document repository.

How can you make a difference?

Under the supervision of the Strategic Planning Specialist, the Documentation Associate will provide support to the supervisor and staff of OSEB for the second regular session of 2021 (7-10 September) and support the preparation of the documentation for the first regular session of 2022 (8-11 February). The Documentation Associate will provide in-session support during formal Board sessions; help to monitor and expedite the flow and overall processing of Executive Board documentation, with a strong focus on accuracy, timeliness and adherence to deadlines; format documents, reports and presentations to align with standard templates; proofread documents; help to manage document dissemination and clearance processes; maintain and retrieve final Board documents from the United Nations Official Document System (ODS), including in contribution to a digital archiving project; and maintain decision monitoring tables.

The temporary assignment will enable the selected candidate to understand the workings of the UNICEF governing body, gain hands-on experience and learn from behind the scenes how United Nations high-level meetings are prepared and run, including the negotiations of draft decisions by Member States. The candidate will work on the preparation of Executive Board reports, gaining a solid understanding of UNICEF work and organizational priorities worldwide.

Main tasks and responsibilities

1. Second regular session of 2021

(a) Before and during the session

• Assist with the organization and running of the pre-session and informal briefings.
• Take note of questions by Member States, identifying main issues raised in the informal briefings.
• Support the logistics and overall organization of the session.
• Act as backup in taking notes during the informal negotiations on draft decisions.
• Provide updated supporting documents and presentations to the interpreters.
• Support the OSEB Team and the Volunteers as needed.

(b) After the session

• Perform quality check on adopted decisions and their translations, prepare the compendium of adopted decisions in English, French and Spanish and process the files for posting to the website.
• Update the 2021 decision monitoring table with the decisions adopted at the session and process it for posting on the website.
• Format and proofread the Board report, send it for translation and perform quality check on the language versions. Process it for posting on the website
• Prepare the survey results’ report for the session.

2. First regular session of 2022 (before the session)

• Keep the document workload estimates/forecasts/status of documents up-to-date.
• Prepare document templates.
• Format documents according to UN and UNICEF editorial guidelines; proofread and fact-check texts as needed; and submit documents for translation. Check accuracy of translations.
• Prepare corrections and revisions to documents, where necessary.
• Maintain document archive and electronic database.
• Provide divisions with templates and guidelines for PowerPoint presentations; review and format PPT in accordance with the agreed template and perform a quality check (brand coherence, content, etc.).
• Reach out to HR to recruit interns to support the first regular session of 2022.

3. Other tasks

• Take accurate notes for note for the record during Bureau meetings and other meetings, as needed.
• Act as a backup for the other Documentation Associate when needed.
• Undertake any other tasks assigned by the Strategic Planning Specialist.

To qualify as an advocate for every child you will have…

• Qualifications of Successful Candidate

  • Completion of Secondary Education (e.g., High School Diploma) is a minimum requirement.
  • Completion of university-level courses is highly desirable.
  • A minimum of six (6) years of work experience in the area of administrative support services is required.
  • Experience in formatting and preparing official documentation (e.g., annual reports, publications, etc.).
  • Advanced knowledge of the Microsoft Suite of Products (MS Word, MS Excel & MS PowerPoint).
  • Prior experience in managing office workflows and processes.
  • Knowledge of IT, web-based applications, and content management system (CMS) for websites is an asset.
  • Experience in supporting high-level meetings is an asset.
  • Fluency in English (verbal and written) is required. Knowledge of French and Spanish is an asset.

Duration: 16 August 2021 to 14 January 2022 (5 months)

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

Competencies of Successful Candidate

• Builds and maintains partnerships
• Demonstrates self-awareness and ethical awareness
• Innovates and embraces change
• Drive to achieve results for impact
• Manages ambiguity and complexity
• Thinks and acts strategically
• Works collaboratively with others

To view our competency framework, please visit here.

Click here to learn more about UNICEF’s values and competencies.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.