DOCUMENTS MANAGEMENT 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 8,043 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 post is located in the Documents Control Unit, Documents Management Section, Central Planning and Coordination Service (CPCS), Division of Conference Management (DCM), Department for General Assembly and Conference Management, United Nations Office at Geneva. The incumbent reports to the Chief, Documents Control Unit.

Responsibilities

Under the supervision of the Chief of Documents Control Unit, the Documents Management Assistant will be responsible for the following duties: - Monitors the progress of document submissions in cooperation with DMS Planning Unit based on approved forecasts. - Checks that submissions are consistent with the documentation workload forecasts and with the agendas and reports to the bodies concerned. - Acts as team leader for document related issues when on mission abroad or on site for specific meetings held away from Geneva. - Ensures that documents comply with the United Nations rules governing control and limitation of documentation and editorial practice. For ad-hoc submissions, ensures that documents are duly mandated for translation. - Checks and where necessary proposes amendments to the author department on the format of documents (quotation of legislative mandate, overall presentation, page-numbering, official symbols, etc.). Consults with Editing Section when applicable. - Enters detailed information in gDoc to populate all fields that are required for the scheduling of the documents and to allow for extraction of statistics. Records special instructions for each production section/unit. - Monitors with particular attention to timely submitted slotted pre-session and in-session documentation, the progress of documents through all the stages of production with a view to ensuring that deadlines are met, if necessary, coordinates corrections in all language versions. - Addresses queries on the status of documentation for the various United Nations bodies as required. - Upon request from the Chief of Unit, contributes to the drafting of working level notes and guidelines. Provides guidance to G4 and G5 Documents Management Assistants and assists with the training of newly appointed colleagues. - Contributes to the testing of new features and following system updates and troubleshooting of new developments in gDoc. - Performs other duties as required.

Competencies

PROFESSIONALISM: Knowledge of the United Nations documentation for all bodies headquartered in Geneva, with ability to verify legislative mandates and to assist in the overall scheduling of documentation; thorough knowledge of the relevant policies, guidelines, rules and regulations or control and limitation of documentation in order to evaluate submissions for processing and distribution; ability to adapt to changing procedures and modus operandi in order to implement ever-changing concepts for improving timeliness of documentation. Takes pride in the work for the organization and understands the impact that can be brought into the organization by allowing data-driven and evidence-based decisions. Demonstrates ability to plan their work and adjust to changing priorities. 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. 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. 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.

Job - Specific Qualification

Not available.

Work Experience

At least seven (7) years of experience in the documentation field or related area is required. The minimum years of progressively responsible experience is reduced to five (5) for candidates who possess a first-level university degree or higher”. A minimum of three (3) years within the United Nations Common System or similar international organizations is desirable. At least two (2) years of experience in the 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 is required; 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 will be followed by competency-based interview.

Special Notice

Appointment against this post is for an initial period of one (1) year, starting 1 October 2024 and may be subject to extension. 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. 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. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.