DOCUMENTS ASSISTANT

  • Added Date: Thursday, 23 January 2020
  • Deadline Date: Friday, 21 February 2020

Org. Setting and Reporting

This position is located in the Arabic Translation Section, Languages Service, Division of Conference Management, United Nations Office at Geneva.

Responsibilities

Under the supervision of the Chief of the Arabic Translation Section, the incumbent will be responsible for the following duties:
• Receives incoming documents for translation, logging them into the system through the Global Document Management System (gDoc, which is an advanced platform for the submission, management and storage of all documents and publications requested for circulation and distribution), the workflow register and tracking them through gDoc until translated.
• Dispatches translated documents to the appropriate Text Processing Unit or directly to the submitting department, logging them out through gDoc and workflow register.
• Assists with the distribution of documents for translation and revision, dividing texts as necessary to help ensure compliance with deadlines.
• Monitors the progress of the work with a view to ensuring that deadlines are met, particularly for in-session documentation and documents subject to simultaneous distribution.
• Communicates with the Documents Management Section (DMS) to ensure timely processing of documentation, in particular pre-session and in-session material.
• Liaises with the Chief of Section, translators/revisers, precis-writers, Text Processing Units and DMS on document processing.
• Monitors data in gDoc related to special assignments, and other assignments.
• Liaises with the Contractual Work Unit and DMS to arrange outsourcing of documents for translation.
• Compiles monthly production statistics related to translation days. Liaises with the Evaluation, Analysis and Monitoring Section (EAMS) to ensure accuracy of statistics.
• Files tracking cards for translated documents.
• Responds to ad-hoc requests.
• Handles confidential information and files of correspondence for the Chief.
• Reconciles data in gDoc related to translated documents, leaves, special assignments, and other assignments.
• Keeps up-to-date records of attendance, overtime, compensatory time, flexible working arrangements, training and external studies.
• Prepares telecommuting requests, drafts documents, reports, charts, tables and statistics and responses to a wide range of correspondence.
• Prepares weekly lists of staff and allocates office space to temporary staff members (in coordination with the Senior Administrative Assistant of the Office of the Chief), requests access to e-tools if needed.
• Enters data in spreadsheets on meetings assignments and documentation to track and balance workload distribution.
• Coordinates and takes part in meetings involving staff, team leaders, Chiefs of Units/Sections/Service.
• Coordinates with freelancers (in close consultation with the Office of the Chief) for all matters related to recruitment.
• Helps with capacity planning and meetings logistics.

Competencies

PROFESSIONALISM:
Knowledge of the documentation and meetings planning processes as well as of contract and document management systems (CMA, UMOJA and gdoc).Knowledge of spreadsheets. Ability to work under pressure and to coordinate with different actors in the contractual work process. Ability to help plan capacity and assist in the overall scheduling of documentation and precis-writing assignments. Ability to organize information for monitoring purposes. Knowledge of policies, guidelines and standards relating to documentation and meetings. Ability to compile and verify the accuracy of statistics. 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.

PLANNING & 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.

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 is required.

Work Experience

At least seven (7) years of experience in secretarial or administrative field.
Three (3) years within the United Nations common system is desirable.
Two (2) years of experience in documentation planning and processing and in outsourcing language services 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 with knowledge of the other. Knowledge of another United Nations official language is an advantage.

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.

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 (ASAT) 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 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.

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.

This vacancy is archived.

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