Team Assistant (Documents Management)

Consultant Communications & PR

Overview

Support the document management at the Conference Management Section.

You have:

• A High school diploma or equivalent is required.
• A minimum of seven years of professional experience in general office support or related area is required.
• 1 year of experience in data analytics and statistics is required.
• 1 year of experience in using Document and Contract Management systems software is required.
• 1 year of experience in data visualization is desirable.
• Fluency in English and Arabic is required.
• Knowledge of French is desirable.

Contract

This is a Consultancy contract. More about Consultancy contracts.

Result of Service

The incumbent will be responsible to support the document management at the Conference Management Section.

Work Location

UN-House ESCWA

Expected duration

6 Months

Duties and Responsibilities

This position is located within the Conference Management Section (CMS), Resource Management and Service Development Division (RMSDD) of the Economic and Social Commission for Western Asia (ESCWA). The team Assistant (Documents Management) will report directly to a senior Arabic Reviser and the overall guidance of Chief, CMS. The IC is required to undertake the following tasks: • Provides general office support services to help ensure the smooth functioning of the organizational unit. • Uses standard office software to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards. • Assists in compiling, processing, and manipulating data sets derived from a variety of sources. • Manages incoming documents through the Documents Control Programme Management System (DCPMS) to monitor the flow of work through the various stages of processing until final and timely issuance. • Screens and reviews requests submitted through DCPMS for language and language support services to ensure complete submission in accordance with established policies, guidelines, rules, and regulations. • Evaluates all documents submitted for processing, to ensure compliance with submission dates, page-limitation, and relevant policies, guidelines, and rules. • Maintains calendar/schedules; monitors change and communicates relevant information to appropriate staff inside and outside the immediate work unit. • Responds to routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required. • Maintains files and databases; and performs basic data entry and extraction functions. • Checks accuracy of simple calculations, coding, data, etc. • Performs a variety of administrative duties (e.g., leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.). • Performs other duties as assigned.

Qualifications/special skills

A High school diploma or equivalent is required. All candidates must submit a copy of the required educational degree. Incomplete applications will not be reviewed. A minimum of seven years of professional experience in general office support or related area is required including: • 1 year of experience in data analytics and statistics is required. • 1 year of experience in using Document and Contract Management systems software is required. 1 year of experience in data visualization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat; and Arabic is a working language of ESCWA. For this position, fluency in English and Arabic is required. Knowledge of French is desirable. Note: “Fluency” equals a rating of ‘fluent’ in all four areas (speak, read, write, and understand) and “Knowledge of” equals a rating of ‘confident’ in two of the four areas.

Additional Information

Not available.

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.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: careers.un.org