Documents Management Assistant (Filled from Roster)

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

Org. Setting and Reporting This position is located in the Documents Management Unit (DMU), Planning, Coordination and Meetings Section (PCMS), Conference Management Service (CMS), United Nations Office at Vienna (UNOV), and is under the general supervision of the Chief, Documents Management Unit.

For more information on UNOV, please visit the website: www.unov.org.

Responsibilities Within assigned authority, the Documents Management Assistant will be responsible for the following specific duties:

• Participate, as a member of a team, in the processing of documents, publications and other requests for CMS documentation services by receiving and verifying submitted documents/texts to ensure compliance with relevant documentation submission standards and rules and regulations, as well as thorough review of budgetary and entitlement implications from the specific requests.
• Enter, track and update document information in the electronic documentation workflow application; inform team colleagues of technical problems concerning submission and registration, and assist in solving them; ensure that instructions relevant to each CMS section/unit are clearly reflected on the documentation requests at each stage of the processing cycle.
• Jointly with team colleagues, track the workflow, process schedules and monitor the progress of work and deadlines for submission/submitted documents/communications and follow up with substantive offices as needed. Ensure compliance with requirements from timeliness of submission, issuance and processing.
• Transmit corrections made by author departments/divisions to texts in process.
• Respond to queries from submitting offices and all processing units concerning a variety of issues, such as: - the status of documentation submitted for processing; refer queries to the appropriate parties as necessary; negotiate new deadlines with submitting officers if required. - inquiries related to IT applications used in documentation and act as user support.
• Advise author departments on submission requirements and policies, guidelines, rules and regulations relating to the control and limitation of documentation; prepare cost estimates for translation and/or printing as required.
• Provide reference assistance and maintain reference databases and collections of documents and other materials.
• Assist the supervisor of the contractual team to process requests handled through outsourcing in the workflow applications and related modules as well as in the SAP system (UMOJA).
• Assist in generating standard statistical and other reports on CMS documentation sections.
• Participate actively in the further development of applications used in the daily work, such as the electononic workflow module,the contractual module and gText applications (if applicable).
• Participate in the International Organization for Standardization (ISO) 14001 environmental management system operated by UNOV publishing services, including DMU.
• Undertake cross training and engage in multitasking in order to work flexibly as a member of a team in an evolving documents management work environment.

• Perform general office support functions, as required. Perform other related work as requested by the Chief or Documentation Officer; cover for other General Service staff functions when colleagues on ad hoc basis.

  Competencies - Professionalism – Has knowledge of the UN documentation policies and practices, including the document processing work flow and relevant operational procedures as well as the policies, guidelines, rules and regulations on 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. Has demonstrated ability to apply good judgement in the context of assignments given. 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 – Good interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. 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.

• 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.

  Job - Specific Qualification 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.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, ECA, ESCA, UNOG, UNOV, ICTR or ICTY may be accepted in lieu of the GGST.

Work Experience A minimum of five years of experience in conference services, processing of multilingual official documentation/correspondence or related area is required.

Experience in the United Nations System and/or a similar international organization is desirable.

Working experience with documents management systems, an enterprise resource planning system like SAP/UMOJA and/or with maintaining and utilizing databases is desirable.

Experience with United Nations standards and rules on handling and control of documentation and official correspondence is desirable.

Experience working with IT applications for file manipulation (e.g. MS Word and Excel, graphics software, Adobe Acrobat, etc.) 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 another United Nations official language is an advantage.

Assessment Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice 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.

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."

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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.