Documents Management Assistant

vor 2 Wochen

Geneve, Schweiz United Nations Vollzeit

This position is located in the Arabic 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, Arabic 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 pre-session and in-session 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 ad-hoc requests.

B. Administrative Support:

- Keeps up-to-date 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 th Documents Management Assistant, G-6.
- 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 two-way 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
At least five (5) years of experience in documentation processing, secretarial, administrative or related area is required.

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 Arabic is desirable. Knowledge of another UN official language is desirable.

Assessment

Special Notice

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.

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 D

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