Documents Management Assistant

vor 1 Tag

Geneve, Schweiz United Nations Vollzeit

This position is located in the Distribution Unit (DU), Design and Production Section (DPS), Production and Support Service (PSS), Division of Conference Management (DCM), Department for General Assembly and Conference Management, Geneva. The incumbent reports to the Chief, Distribution Unit.

**Responsibilities**:
Under the general supervision of the Chief of the Distribution Unit and the direct supervision of the Chief of the Counters Sub-Unit, the incumbent will be responsible for the following duties:
Functions performed on a daily and recurrent basis:

- Carries out monitoring of some key conference-related systems and escalates any issues to the service provider, i.e. FAST, digital recordings, etc.
- Provides first level user support services for Indico.UN
- Provides assistance and advice to regular queries from clients (Ambassadors, Ministers, NGO’s, delegates, etc.) in different languages, about official/parliamentary documents
- Assists the Printing and Documents Management Sections and substantive offices on documents distribution
- Assists in the preparation of documents for each meeting according to the document requirements of the substantive offices as approved by the Documents Management Section (DMS)
- Assists in the submission in gDoc, requests for re-roll of reference and other parliamentary documents in accordance with calendar of meetings and secretariats’ instructions
- Assists in the completion of MSO copies for conferences, received from the Printing Section, with “Print-on-Demand” services, enters relevant data in gDoc and maintains statistical records up-to-date
- Assists in the creation of entries in “Documents and Services” component of Indico.UN.
- Assists in the processing of requests for ODS-related issues, as requested by clients via DMS.

Functions performed on an intermittent basis:

- Assists in delivering services documentation in meeting rooms during major meetings and/or upon request from secretariats
- Assists in the collection of requests for documents and/or publications at the counters during the meetings and responds to such requests through print on demand
- Records and keeps up-to-date “Print on Demand” requests; Consults and retrieves documents from gDoc and/or the Official Documents System (ODS) for conferences.

Functions performed on an ad-hoc basis:

- Assists in supporting services related to ODS, including liaising with ODS team at UNHQ for testing, validation of changes, and new feature implementation
- Assists in periodic stock review of publications and parliamentary documents as per appropriate administrative instructions
- Performs inter-unit (counters/workshop), inter-section (Printing/Distribution) and inter-service functions as requested by supervisors depending on the specific needs
- Assists at UN Docs Helpdesk in documentation retrieval and/or printing available for Delegates, new staff and other grounds pass holders. Provision of documentation may also be made available for on-screen review if preferred.

Competencies
PROFESSIONALISM:
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.

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.

Education
High school diploma or equivalent is required.

Work Experience
At least three (3) years of experience in conference services, documentation distribution, processing or management, client support or related area is required.

Out of these years, one (1) year of experience within the United Nations Common System or similar international organizations is desirable.

Experience with gDoc or similar document management systems 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 is required. Knowledge of another official United Nations 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 co

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