LANGUAGE SERVICE 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. More about G-4 contracts.

Org. Setting and Reporting This position is located the Front Office of the Chinese Translation Service (CTS), Documentation Division, Department for General Assembly and Conference Management (DGACM), New York. The Chinese Translation Service provides translation of parliamentary documents from English and other languages in to Chinese. The incumbent is under the general supervision of the Chief of Service.

Responsibilities Within delegated authority, the Language Service Assistant will be responsible for the following duties:

•Performs the full range of office support, administrative and clerical functions required by the Service. •Responds or drafts responses to routine correspondence and other communications on instructions of the Chief of Service or the Programming Officer. •Drafts various types of correspondence needed by the Chief of Service and as needed by other staff members, including draft electronic messages and draft messages to be posted on Unite Connections. •Provides statistical input. Helps to compile monthly and annual productivity statistics on work performed by the Service as a whole and on that of the individual staff. •Prepares other statistical reports as required by the Director of the Division or Head of the Department under the guidance of the Chief. •Operates the Departmental Documents Management Application (gDoc) and the Contractual Management Application (CMA) assists the Programming Officer in the assignment of internal and contractual translation jobs; keeps track of jobs in progress, including edited texts and editorial corrections; assists in ensuring the smooth electronic transmission and processing of documentation. •Serves as liaison with upstream or downstream production units. •Organizes and maintains the electronic filing system of the Service, ensuring that all files are properly indexed for easy reference. •Handles telephone queries received from within the Organization and outside (other organizations, permanent missions and individuals) and, if necessary, refers them to the appropriate staff member or office. •Prepares daily and weekly lists/schedules of meeting and week-end coverage. •Makes requisitions, using the Enterprise Resources Planning (ERP) system (Umoja), and keeps inventory of office supplies and equipment, including dictionaries and other reference materials. •Centralizes and deals with requests for telephone service and repairs as well as maintenance and repairs of miscellaneous equipment (photocopiers, printers, fax machines, shredders, etc.). •Keeps records of pouch transmissions as well as long distance telephone calls and facsimile transmissions, and processes bills received. •Processes and forwards to the Executive Office receipts of taxi fares for staff members working on night duty. •Disseminates information circulars, administrative instructions and other materials of interest by e-mail and on Unite Connections. Under the supervision of the Service's IT focal points, assists on-site and off-site translators with basic IT support tasks; requests equipment or repairs to the Department's IT help desk and follows up on these requests; ensures that computers for temporary staff members, new recruits and interns are fully operational before staff is on board; provides support for tools such as the Departmental Documents Management Application (gDoc) and the Contractual Management Application (CMA), in order to facilitate their efficient use, performs any other basic IT tasks requested by the Service's IT focal points. •Covers other General Service staff functions when the latter are absent on annual or sick leave. •Carries out such other tasks as may be requested by the Chief or the Programming Officer.

Competencies •PROFESSIONALISM: Knowledge of general office and administrative support, including administrative policies and procedures, records management and filing. Proficiency in MS Office, including Excel. Proficiency in web-based applications such as Google Docs, Google Spreadsheets, Google Forms or similar platforms. Ability to research, select, organize and summarize data and information required for the preparation of reports and statistics. Ability to assist in the preparation of various outputs and reports. 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.

•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.

Work Experience A minimum of three (3) years of experience in general office support or related area is required.

Experience working with global documents management systems such as gDoc or CMA (Contractor Management Application) is desirable.

Experience working in a front desk environment is desirable.

Experience in the use of MS Office, including Excel, is desirable.

Proficiency in web-based applications such as Google Docs, Google Spreadsheets, Google Forms, Unite or similar platforms is desirable.

Experience working in an international organization is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in Chinese and English 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. 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. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty. If the selected candidate/staff member does not already have the right to work in the duty station, appointment is contingent on issuance of a visa from the local authorities.

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. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

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.