Documents Management Assistant

Vor 5 Tagen

Geneve, Schweiz United Nations Vollzeit

This position is located in the Office of the High Commissioner for Human Rights (OHCHR), External Outreach Service (EOS), in the Meetings, Documents and Publications Unit (MDPU), Geneva. The incumbent reports to the Document Management Officer.

**Responsibilities**:
Under the general supervision of the Head of MDPU and the direct supervision of the Document Management officer, the incumbent will be responsible of the following duties:

- Coordinates the overall planning and scheduling of all OHCHR documents;
- Prepares and updates the forecasts for the pre-, in
- and post-session documents for the meetings of treaty bodies, the Human Rights Council and its subsidiary bodies;
- Processes Human Rights Council (HRC) documents, Human Rights Council (HRC) Working Groups (WGs) documents, NONE documents, General Assembly (GA) documents and Treaty Bodies (TBs) documents via gDoc, liaising with both relevant secretariat staff and Document Management Section (DMS), responding and following up on queries;
- Analyzes resolutions of the General Assembly, the Economic and Social Council and the Human Rights Council in order to compile the list of mandated reports with assigned authorship within OHCHR;
- Ensures that documentation forecasts are submitted in a timely manner, including by following-up with all OHCHR Secretariats and Sections;
- Assists OHCHR colleagues in meeting submission deadlines by evaluating and matching their needs to appropriate solutions;
- Independently responds to forecast queries from submitting officers and UNOG's Documents Management Planning Unit;
- Develops and maintains an electronic tracking and monitoring system for the timely submission of documents, based on the approved documentation forecasts;
- Organizes information and compiles statistics relating to the processing of documents channeled through MDPU;
- Devises and manages tracking tools for MDPU's follow-up and advisory and support actions in order to facilitate increased submission compliance;
- Trains and guides new and junior staff as appropriate;
- Handles non-routine and complex cases; identifies issues; conducts research and analysis, and provides historical background on specific issues;
- Carries out other tasks requested by the Head of Unit.

Competencies

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. 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 Seven (7) years of experience in conference services, documentation management is required.

Experience preparing complex forecasts for the processing of parliamentary documents is desirable.

Advanced experience with Excel is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised fluency in English is required. Knowledge of French is desirable. Knowledge of another UN official language is an advantage.

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 DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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