Team Assistant (Documents Management)

Result of ServiceTo support the document management at the Conference Management Section. Work LocationUN-House ESCWA Expected duration6 Months Duties and Responsibilities• 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 skillsA High school diploma or equivalent is required. A minimum of seven years of 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. LanguagesEnglish 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 InformationNot available. No FeeTHE 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.