DOCUMENTS ASSISTANT

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.

Salary

The salary for this job should be more than 7,893 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting This position is located in the English Translation Section, Languages Service, Division of Conference Management, Department for General Assembly and Conference Management, Geneva. The incumbent reports to the Chief, English Translation Section.

Responsibilities Under the supervision of the Chief of the English Translation Section, the incumbent will be responsible for the following duties: - Assists in the overall planning and scheduling of incoming documents for translation, logging them into the system through the Global Document Management System (gDoc), the workflow register, and tracking them through gDoc until translated. - Dispatches translated documents to the appropriate Desktop Publishing Unit or directly to the submitting department, logging them out through gDoc and the workflow register. - Assists with the distribution of documents for translation and revision, dividing texts as necessary to help ensure compliance with deadlines. - Monitors the progress of the work with a view to ensuring that deadlines are met, particularly for in-session documentation and documents subject to simultaneous distribution. - Communicates with the Documents Management Section (DMS) to ensure timely processing of documentation, in particular pre-session and in-session material. - Liaises with the Chief of Section, translators/revisers, précis-writers, Desktop Publishing Units and DMS on document processing. - Monitors data in gDoc related to special assignments, summary records and précis-writing days per staff member. Registers times spent on summary records in gDoc, provides assistance to précis-writers and sends summary records to the Desktop Publishing Units. - Liaises with the Contractual Work Unit and DMS to arrange outsourcing of documents for translation. - Compiles monthly production statistics related to précis-writing and translation days. Liaises with the Evaluation, Analysis and Monitoring Section (EAMS) to ensure accuracy of statistics in relevant dashboards. - Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. - Responds to ad-hoc requests. - Handles confidential information and files of correspondence for the Chief. - Reconciles data in gDoc related to translated documents, leaves, special assignments, summary records and other assignments. - Keeps up-to-date records of attendance, overtime, compensatory time, flexible working arrangements, training and external studies. - Drafts documents, reports, charts, tables and statistics and responses to a wide range of correspondence. - Prepares weekly lists of staff and allocates office space to temporary staff members (in coordination with the Senior Administrative Assistant of the Office of the Chief), requests access to e-tools if needed. - Enters data in spreadsheets on meetings assignments and documentation to track and balance workload distribution. - Coordinates and takes part in meetings involving staff, team leaders, Chiefs of Units/Sections/Service. - Coordinates with freelancers (in close consultation with the Office of the Chief) for all matters related to recruitment. - Supports the planning of summary record assignments in collaboration with the Chief, the Meetings Management Section, focal points and other relevant staff, helping with capacity planning and meetings logistics.

Competencies PROFESSIONALISM: Knowledge of the documentation and meetings planning processes as well as of contract and document management systems (CMA, UMOJA and gDoc). Knowledge of spreadsheets. Ability to work under pressure and to coordinate with different actors in the contractual work process. Ability to help plan capacity and assist in the overall scheduling of documentation and précis-writing assignments. Ability to organize information for monitoring purposes. Knowledge of policies, guidelines and standards relating to documentation and meetings. Ability to compile and verify the accuracy of statistics. 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.

PLANNING & 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.

TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education High school diploma or equivalent is required.

Work Experience At least seven (7) years of experience in secretarial or administrative field is required.

Out of these, three (3) years withing the United Nations Common System is desirable.

Two (2) years of experience in documentation planning and processing and in outsourcing language services is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English or French is required with knowledge of the other. Knowledge of another United Nations official language is desirable.

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 until 30 June 2023 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.

• 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.

• If the selected candidate is an internal staff member from the UN Secretariat, the selection will be recorded as a temporary assignment.

• Subsequent to the initial temporary appointment, new and successive temporary appointments may be granted for service in the same office or in a different office any number of times, for any duration, provided that the length of service does not exceed the period of 364 calendar days.

• 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 position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits applicable to international recruitment.

• A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.

• 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. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1.

• 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.

• For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.

• For information on special post allowance, please refer to ST/AI/1999/17. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English.

  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.