Documents Assistant
Vor 2 Tagen
The UN Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.
This position is located in the Governance Branch of the Secretariat of the Basel, Rotterdam and Stockholm Convention (BRS), in Geneva. The Governance Branch is responsible for the management and coordination of meetings of the conferences of the Parties and their subsidiary bodies. Within limits of delegated authority and under the direct supervision of the Programme Management Officer, the incumbent will be responsible for the following duties,
**Responsibilities**:
1. Organizes the submission of official meeting documents for editing and translation by UNON Conference Services and follows up on the progress; ensures that deadlines are met and translated documents meet the organization’s standards in terms of terms of completeness, terminology and translation quality.
2. Liaises between the BRS Secretariat and UNON Conference Services in matters related to the editing/translation of meeting documents.
3. Liaises with relevant officers regarding specific needs of each translation project; researches base/reference documents as needed; transmits documents with clear indication of tasks, deadlines and word counts.
4. Organizes the archiving of the electronic files of the meeting documents and sound recordings from meetings of the Secretariat.
5. Establishes and maintains a computerized database to monitor and follow‐up submission of documents and to keep track on the status of each document, from the time the document has been cleared by the Executive Secretary until the document has been finalized/translated/published on the Secretariat’s website.
6. Prepares statistics for each meeting (e.g. number/percentage of documents submitted/pending, in processing, finalized, number of pages sent for translation, estimate costs of editing/translation).
7. Assists in the in‐house formatting and finalization of meeting documents not requiring official editing/translation.
8. Retrieves the final documents online and checks the documents for any oversight (formatting, references, paragraph/page numbering).
9. Liaises with the IT staff in the posting of the documents on the Secretariat’s website.
10. Performs other duties as required, such as administrative and secretarial tasks to support professional staff in the Branch on specific projects and support in the preparation of meetings.
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. 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
Work Experience
A minimum of seven (7) years of experience in conference services, processing of multilingual official documentation/correspondence, programme or project administration or related area is required.
Working experience with a global system for document management used by the United Nations, such as Documents, Conference and Production Management System (DCPMS) or Global Document Management System (gDOC) 2.0 is desirable.
Experience with standards and rules on handling and control of documentation and official correspondence is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.
NOTE: "fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "knowledge of" equals a rating of "confident" in two of the four areas.
Assessment
Special Notice
Internal Applicants - when completing the AP form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.
United Nations Considerations
Due regard will be paid to the importance of recruiting the staff on as wide a geogr
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