Documents Assistant

vor 2 Wochen

Genf, Genf, Schweiz United Nations Vollzeit

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.

Under the direct supervision of the Chief of the Governing Bodies Unit (GBU), the incumbent will perform the following functions:

Responsibilities:

1.

Assistance and support for CITES meetings in particular the Conference of Parties and Standing, Animals and Plants Committees:

a) Work related to meeting documents:

  • Receive documents prepared by Secretariat teams and process for editing and translation in English, French and Spanish using computer-assisted translation tools where appropriate. Ensure that proper formats have been adhered to and provides advice to teams on formatting requirements as necessary;
  • Assist with maintaining documents flow during meetings related to insession documents and summary records; and
  • Web post documents on the CITES website and update specific pages as necessary.
b) Work related to the registration of participants and duties and responsibilities at meetings:

  • Collaborate with and support the Meeting Services Assistant on the update and use of the registration database for all meetings; and
  • Support colleagues with other actions as required immediately before, during and after the meetings themselves.
Maintenance, updating and publication of official CITES reference documentation and associated data management needs:
a) Receive and process for formatting, editing and translation; Notifications to the Parties, website pages, Alerts, Press Releases, staff correspondence, documents for Secretariat-convened ad hoc meetings and other miscellaneous documentation, using computer-assisted translation tools where appropriate. Support web posting and dissemination of such documentation as required.

b) Maintain official documentation templates for the Secretariat and assist in the establishment of Standard Operating Procedures, where required.

c) Maintain and help to develop lists and databases of official CITES documentation, including Notifications to the Parties, Resolutions and Decisions, shared drives of common documents.

d) Contribute to the development of automated search tools for CITES documents and other tools for manipulating and using information and documentation.

e) 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.

f) Assists with visualizations and updating information material such as web pages or brochures.

Support to the team and other duties as assigned:
a) Provide general office assistance for the team; respond to information request and inquiries from Parties and others; logs and routes incoming correspondence; sets up and maintains files/records; handles routine administrative tasks for meetings

c) Provides training to other staff on the use of templates, as well as on other document-related software.

d) Perform other related duties as assigned.

Competencies

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.

ACCOUNTABILITY:
Takes ownership of all responsibilities and honors commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education
A high school diploma or equivalent is required.

Job - Specific Qualification
Additional/supplementary training in administration, office management, document management or courses related in the area is desirable.

Work Experience

A minimum of seven (7) years of progressively responsible work experience in document processing and management, conference management is required.

Experience providing support to UN or similar international organizat

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