DOCUMENTS MANAGEMENT ASSISTANT

Org. Setting and Reporting

This position is located in the Contractual Translation Management Unit, Multilingual Technology Section, Languages Service, Division of Conference Management, United Nations Office at Geneva.

Responsibilities

Under the responsibility of the Chief of the Contractual Translation Management Unit, the incumbent will be responsible for the following duties:

- Seeks and compiles the availability of contractors and share information with relevant translation sections;
- Receives incoming documents scheduled in gDoc for translation/editing through Contractual Work Unit, logs them into gDoc and transfers the document data from gDoc to the Contractor Management Application (CMA);
- Upon receipt of a job to be outsourced and based on the recommendation of the translation sections, checks with the Evaluation Unit for the final word count (indicating new text and reprise), reconfirms the deadline for submission of documents with Document Controllers and renegotiate if necessary a new deadline, and confirms the availability of the contractor selected from the global roster;
- Sends job offers and orders in all relevant document and contract management applications by creating a job offer (assignment) and orders in CMA, checking availability of funds and creating shopping card in Umoja;
- Performs the requisitioner role in Umoja by creating shopping carts and generating the Service Entry Sheets for Consultants and Individual Contractors;
- Sends the completed job to the relevant translation section for quality control/revision;
- Liaises with the Programming officer/Documents Management Assistant in the translation sections to follow-up on the quality completion of job sent to them for quality control/revision;
- Establishes and updates the Unit's outsourced jobs and prepare a list for the Document Management Section weekly priority meeting;
- Based on the outcome of the quality control/revision and certification of satisfactory completion of job, initiates the payment procedure in Umoja;
- Updates the files of the individual and institutional contractors on the Roster, including updating information relating to their languages, expertise, addresses, banking data, availabilities and participates in the UN common roster project (Global Index Requests and HR mini master in UMOJA, Initiates Birds requests, maintains data in CMA and in internal spreadsheet of New contractors and administers Test);
- Performs the following Umoja roles: Global index requestor (PA.29), Financial accounting - User (FA.02), Budget office-user (FM.01), HR Mini master (PA.28) and requisitioner (SA.01);
- Contributes to the preparation of statistical data for contractual work on a regular basis as well as upon request of senior management;
- Trains and guides new staff and contractors;
- Acts as liaison/focal point to assist contractors in their exchanges with the in-house: services on matters concerning their work, such as terminology and references, as necessary and appropriate;
- Performs other related work as required.

Competencies

PROFESSIONALISM:
- Knowledge of contract and documents management systems (i.e., CMA,Umoja and gDoc). - Knowledge of spreadsheet. - Ability to work under pressure and to coordinate with different actors in the contractual work process. - Shows pride in work and in achievements. - Demonstrates professional competence and mastery of contractual work processes. - Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. - Is motivated by professional rather than personal concerns. - Shows persistence when faced with difficult problems or challenges. - Remains calm in stressful situations. - Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

PLANNING & 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, secretarial or administrative field.
Out of these, at least two (2) years within the United Nations common system is desirable.
Experience in outsourcing language services is desirable.

Languages

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

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the United Nations Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, ICTY or the Global General Services Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

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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