Documents Management Assistant

Vor 5 Tagen

Schweiz United Nations Vollzeit

This post is located in the Distribution Unit (DU) of the 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, Distribution Unit and the direct supervision of the Chief, Distribution Workshop Unit, the incumbent will be responsible for the following duties:
Functions performed on a daily and recurrent basis:

- Receives items for mail dispatch from the Workshop Subunit as well as items from other sources (e.g. health insurance statements, invitations, etc.);
- Prepares, sorts, conditions and records packets and parcels of publications and/or documents according to predetermined specifications for dispatch;
- Ensures that items are addressed and packaged correctly (including verification of proforma/commercial invoice/manifest), registers all items in the MailOps database for collection by local mail companies, express couriers or the diplomatic pouch;
- Collects, scans and re-distributes mail and parcels on behalf of UNOG/CSS mail operations with the relevant instructions using MailTrace;
- Provides guidance to clients on tariffs, most economical or practical shipping methodology options.

Functions performed on an intermittent basis:

- Handles bulk shipments of documents and publications according to shipping instructions, selecting the best possible mode of transportation, i.e. air freight or road transport;
- Responds to client queries, shipping anomalies, initiating communication with clients when changes need to be communicated (e.g. suspended postal traffic, change of delivery times, costs, etc.);
- Generates monthly reports/statistics for submission via the Chief of the Distribution Workshop Unit to the Logistics Subunit of the Central Support Services (CSS).

Functions performed on an ad-hoc basis:

- Receives equipment/goods for conferences taking place outside of Geneva and prepares them for shipping to the conference location;
- Provides on-the-job training (OJT) in different aspects of tri-postal and expedition to newly appointed or short-term staff;
- Acts as back up for Expedition Subunit functions when replacing the Unit subordinate;
- Undertakes official missions as and when designated by the Chief of Service;
- Performs inter-unit (counters/workshop), inter-section (Printing/Distribution) and interservice functions as requested by supervisors depending on the specific needs.

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.

Work Experience
At least five (5) years of experience in conference services, documentation distribution, processing or management or related area is required.

Out of these five (5) years, two (2) years of experience within the United Nations Common System is desirable.

Experience working with local mail companies or express courier companies 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 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 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.

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