Documents Management Assistant

vor 2 Monaten

Geneve, Schweiz United Nations Vollzeit

This position is located in the Distribution Unit, Design and Production Section, Production and Support Service, Division of Conference Management, Department for General Assembly and Conference Management, Geneva. The incumbent will report to Chief of the Distribution workshop sub-unit.

**Responsibilities**:
Under the supervision of the Chief of the Distribution workshop Sub-Unit, the incumbent will be responsible for the following duties:

- Collects documents from the Printing Section and externally printed publications; sorts documents by symbol for distribution to secretariats, permanent missions and meetings; prepares documents for meeting rooms.
- Collects and prepares documents for posting to clients according to the address lists; prepares packets/ parcels containing documents and publications; handles bulk shipment of documents and publications according to shipping instructions.
- Sorts mail and parcels/packets according to established guidelines in the pre-sorting mail operation; prepares documents according to the daily lists of documents for meetings and conferences; collects requests for documents at the counters during meetings and responds to such requests through stocks; facilitates documents needs of language staff and interpreters according to meeting schedules.
- Prepares pre-session documents in pigeon-holes according to meeting schedules.
- Coordinates for documents needs at the counters; arranges documents in stock areas after major meetings.
- Assists in annual stock reviews; performs any other tasks requested by the supervisors depending on the needs of the Section.

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

Education
High school diploma or equivalent.

Work Experience
At least three (3) years of experience in the documentation area is required.

Out of these three years, one (1) year of experience within the United Nations Common System or similar international organizations 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 required. Knowledge of another official United Nations 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 cost-effective 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 capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

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.

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 INFORM

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