Documents Management Assistant

vor 2 Wochen

Genf, Genf, Schweiz United Nations Vollzeit

This position is located in the Chinese Translation Section, Languages Service, Division of Conference Management, Department for General Assembly and Conference Management, Geneva.

The Incumbent reports to the Chief of Section.

Responsibilities:

Under the supervision of the Chief, Chinese Translation Section, the Documents Management Assistant will be responsible for the following duties:
A

Technical and Programming functions:

  • Receives incoming documents for translation/editing, logging them into gDoc and tracking them through gDoc until translated.
  • Dispatches translated documents to the appropriate Text Processing Unit, logging them out through gDoc, while respecting deadlines.
  • Assists the Programing Officer with the distribution of documents for translation/editing and revision, dividing texts as necessary.
  • Communicates with Documents Management Section (DMS) to ensure timely processing of documentation, in particular presession and insession material.
  • Liaises with Chief of Section, translators/revisers, Editing and Publishing Processing Units and DMS on document processing.
  • Enters data into gDoc productivity programme related to special assignments.
  • Enters data into spreadsheets on meetings assignments to track workload distribution.
  • Liaises with the Contractual Translation Management Unit and DMS in order to arrange outsourcing of documents for translation/editing, and update the Contractor Management Application (CMA) accordingly.
  • Responds to adhoc requests.
B

Administrative Support:

  • Keeps uptodate records of attendance, overtime, compensatory time, flexible working arrangement, training and external studies.
  • Prepares weekly list of staff and allocates office space to temporary staff members (in coordination with the Senior Administrative Assistant of the Office of the Chief).
  • Orders and manages office supplies in coordination with the document assistant.
  • Performs administrative functions as may be requested by the Chief of the Translation Section or the Documents Management Assistant, G
  • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
  • Assists with visualizations and updating information material such as web pages or brochures.
Competencies

PROFESSIONALISM:

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.

COMMUNICATION:

  • Speaks and writes clearly and effectively.
  • Listens to others, correctly interprets messages from others and responds appropriately.
  • Asks questions to clarify, and exhibits interest in having twoway communication.
  • Tailors language, tone, style and format to match the audience.
  • Demonstrates openness in sharing information and keeping people informed.

TECHNOLOGICAL AWARENESS:
Education
High school diploma or equivalent is required.

Work Experience


Out of these five years, two (2) years of experience within the United Nations Common System or similar international organizations is desirable.

One (1) year or more of experience in data analytics or related area 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; knowledge of the other is also required. Knowledge of Chinese is desirable. Knowledge of another UN official language is desirable.

Assessment

Special Notice

  • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
  • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a costeffective and operationally sound solution to meet the needs of the service.
United Nations Considerations


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

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