Documents Management Assistant

vor 21 Stunden

Geneve, Schweiz United Nations Vollzeit

This post is located in the Documents Management Unit, Documents Management Section (DMS), Central Planning and Coordination Service (CPCS), Division of Conference Management (DCM), Department for General Assembly and Conference Management, Geneva. The incumbent reports to the Chief, Documents Management Unit.

**Responsibilities**:
Under the supervision of the Chief, Documents Management Unit, and within the framework of evaluation of documentation (parliamentary, publications and others) accepted for processing by DMS Geneva for translation, pre-editing, post-editing, text processing and any other related tasks in line with the adopted SOP, and to that end the incumbent:

- Determines the parts of the submissions that require specific treatment in light of the special instructions added by Documents Control and submitters in gDoc.
- Determines reprise text of previously translated UN official documents based on all relevant information provided by the submitter and marked-up copies; including using the automated reprise calculation/ evaluation tool to establish if the document consists of any additional text that may have been taken from another source and that was not identified as such.
- Verifies, if any, corrections indicated after referencing in the documents submitted for evaluation.
- Establishes the number of words to be edited, translated and/or revised for in house or contractual translation and enter the credits in gDoc with any pertinent remarks about the credit for editing, translation/revision.
- Attaches to gDoc the files with indication of reprises and shares them (if necessary) with in house or contractual translation.
- Enters in gDoc the credit for all translation work processes including editing, translation, text-processing, and proof-reading for all submissions accepted for processing including through workshares with other duty station.
- Monitors required corrections, in cooperation with Documents Control, and re
- evaluates submissions/jobs considering corrections or reissuances and undertake any updates to credits already assigned.
- Monitors the progress of documentation submissions for contractual translation, text processing, editing and up-dates the credit in gDoc accordingly.
- When pertinent, converts files such as PDF and VISIO into MSWord prior to undertaking evaluation of jobs that come with images or parts of documents in these formats.
- Performs other duties as assigned.

Competencies

CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client

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 audience; demonstrates openness in sharing information and keeping people informed.

Education
High school diploma or equivalent.

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

Out of these 3 years, one year of experience within the United Nations Common System is desirable.

Experience in United Nations documentation system and gdoc platform is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English or French and knowledge of the other required. Knowledge of another UN official language would be an asset.

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

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