Documents Assistant

vor 3 Wochen

Geneve, Schweiz United Nations Vollzeit

This position is located in the Russian Translation Section, Languages Service, Division of Conference Management, Department for General Assembly and Conference Management, Geneva. The incumbent reports to the Chief, Russian Translation Section.

**Responsibilities**:
Under the supervision of the Chief of the Russian Translation Section and under the guidance of the Programming Officer, the incumbent will be responsible for the following duties:

- Assists in the overall planning and scheduling of incoming documents for translation, logging them into the system through the Global Document Management System (gDoc), the workflow register, and tracking them through gDoc until translated.
- Dispatches translated documents to the appropriate Desktop Publishing 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.
- 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, Programming Officer, translators/revisers, Desktop Publishing Units and DMS on document processing.
- Monitors data in gDoc related to special assignments.
- Liaises with the Contractual Work Unit and DMS to arrange outsourcing of documents for translation.
- Liaises with the Evaluation, Analysis and Monitoring Section (EAMS) to ensure accuracy of statistics in relevant dashboards.
- 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.
- 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.
- 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.
- 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.

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.

PLANNING AND 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:
Education
High school diploma or equivalent is required.

Work Experience
At least seven (7) years of experience in the secretarial or administrative field is required.

Three (3) years of expericence within the United Nations common system or comparable international organization 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 Russian is required. Fluency in English or French is required with knowledge of the other.

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 membe

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