DOCUMENTS MANAGEMENT ASSISTANT
Contract
This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education.
Salary
The salary for this job should be more than 7,069 USD.
Salary for a G-4 contract in Geneva
The salary of a G-4 depends on the duty station. The minimum salary there is 5,995 CHF (~7,069 USD) Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.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.
More about G-4 contracts.Org. Setting and Reporting This position is located in the Distribution Unit (DU), Design and Production Section (DPS), Production and Support Service (PSS), Division of Conference Management (DCM), Department for General Assembly and Conference Management, Geneva. The incumbent reports to the Chief, Distribution Unit.
Responsibilities Under the general supervision of the Chief of the Distribution Unit and the direct supervision of the Chief of the Counters Sub-Unit, the incumbent will be responsible for the following duties:
Functions performed on a daily and recurrent basis: - Carries out monitoring of some key conference-related systems and escalates any issues to the service provider, i.e. FAST, digital recordings, etc. - Provides first level user support services for Indico.UN - Provides assistance and advice to regular queries from clients (Ambassadors, Ministers, NGO’s, delegates, etc.) in different languages, about official/parliamentary documents - Assists the Printing and Documents Management Sections and substantive offices on documents distribution - Assists in the preparation of documents for each meeting according to the document requirements of the substantive offices as approved by the Documents Management Section (DMS) - Assists in the submission in gDoc, requests for re-roll of reference and other parliamentary documents in accordance with calendar of meetings and secretariats’ instructions - Assists in the completion of MSO copies for conferences, received from the Printing Section, with “Print-on-Demand” services, enters relevant data in gDoc and maintains statistical records up-to-date - Assists in the creation of entries in “Documents and Services” component of Indico.UN. - Assists in the processing of requests for ODS-related issues, as requested by clients via DMS.
Functions performed on an intermittent basis: - Assists in delivering services documentation in meeting rooms during major meetings and/or upon request from secretariats - Assists in the collection of requests for documents and/or publications at the counters during the meetings and responds to such requests through print on demand - Records and keeps up-to-date “Print on Demand” requests; Consults and retrieves documents from gDoc and/or the Official Documents System (ODS) for conferences.
Functions performed on an ad-hoc basis: - Assists in supporting services related to ODS, including liaising with ODS team at UNHQ for testing, validation of changes, and new feature implementation - Assists in periodic stock review of publications and parliamentary documents as per appropriate administrative instructions - Performs inter-unit (counters/workshop), inter-section (Printing/Distribution) and inter-service functions as requested by supervisors depending on the specific needs - Assists at UN Docs Helpdesk in documentation retrieval and/or printing available for Delegates, new staff and other grounds pass holders. Provision of documentation may also be made available for on-screen review if preferred.
Competencies PROFESSIONALISM: Knowledge of the Organization's conference policies, procedures, and practices. Good knowledge of UN documents and use of gDoc2. Good knowledge and use of Microsoft Office applications. 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.
Work Experience At least three (3) years of experience in conference services, documentation distribution, processing or management, client support or related area is required.
Out of these years, one (1) year of experience within the United Nations Common System or similar international organizations is desirable.
Experience with gDoc or similar document management systems is desirable.
Experience with Indico.UN or similar event management applications 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 is required. Knowledge of another official United Nations 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 subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for 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.
Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.
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.