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Posting Title:Language Service Assistant (Spanish), G5
Department/Office:Department for General Assembly and Conference Management
Duty Station:VIENNA
Posting Period:12 April 2019 – 11 May 2019
Job Opening Number:19-Language-DGACM-114914-R-Vienna (O)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Spanish Translation and Text Processing Section (sTTS) of the Conference Management Service (CMS), Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent reports to the Chief of Section. This position is under the general supervision of the Chief of the Spanish Section.


Within delegated authority a Language Service Assistant at this level may be responsible for the following duties: 

1.Coordinates and tracks the entire workflow of the section from reception of client submissions to delivery of translations (an increasing volume of work comprising 1000 documents and 21000 standard pages on average each year, including substantial publication and urgent parliamentary in-session documents with competing deadlines for multiple clients among the Vienna-based organizations) 
2.Assists the Chief of section in planning, prioritizing and allocating the section’s work; distributes the work to translators and revisers, specifying deadlines; communicates with staff working according to three operational modes (in-house, teleworking and off-site) over several countries in different time zones to ensure the coordinated timely delivery of translations; initiates each stage of the workflow in the units
3.Ensures continuous and seamless communication between all members of the section (including teleworking and off-site staff) and the Document Management Unit (DMU), including the contractual services team, so as to guarantee a constant workflow, negotiating deadlines with DMU as necessary and, in close collaboration with DMU staff, setting priorities within the section according to clients’ needs
4.Monitors documents sent out for external translation (approximately 40% of the volume of work) and coordinates their return to the section for revision, quality control and/or formatting, ensuring that all aspects of the follow-up procedures are completed in a timely manner with a view to full quality assurance
5.Assists the Chief of section in planning temporary recruitment with due regard to achieving a balanced workforce in the section between off-site and in-house translators and prepares the recruitment requests for the Chief of section
6.Assists the Chief of section in planning and organizing shift schedules, informs staff of their shift assignments and communicates relevant information to all concerned
7.Plans and ensures the provision of computer equipment and e-mail services and access to IT and CAT tools to new staff in the section, including freelance translators working in-house or off-site and teleworking staff; handles related arrangements such as requests for supplies or services and provides start-up training on the latest applications
8.Provides basic computer technical support to all staff in the section; arranges for software upgrades, provides assistance in finding references and databases; assists with the operation of software; performs basic computer troubleshooting problems in a timely manner; maintains contacts with ITS, reporting any problems to its HelpDesk.
9.Performs independently and effectively the full range of office management and administrative support functions, including time keeping, maintains and monitors time and attendance records for all section staff; prepares time and attendance reports and enters all data, including contractual information into DCPMS
10.Maintains and verifies translation productivity and production statistics for the purpose or periodical performance reporting and capacity planning; assists in providing other statistical analyses based on DCPMS to produce reports on various aspects of workflow and working procedures
11.Assists in the administration of the unit’s traineeship and internship programmes by liaising with HRMS to ensure smooth implementation of logistical arrangements.
12.Carries out such other tasks as may be requested by the Chief.


•Professionalism: Knowledge of general office and administrative support, including administrative policies and procedures, records management and filing. Ability to research, select, organize and summarize data and information required for the preparation of reports and statistics. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; 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.
•Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. Tactfulness and ability to mobilize staff within tight deadlines.


High school diploma or equivalent.

Work Experience

Five years of experience in general office support or related area is required. Experience with the management of databases in general and a production management system such as DCPMS (Documents, Conference and Production Management System) is highly desirable.


English and French are the working languages of the United Nations Secretariat. For this post candidates must have an excellent knowledge of Spanish. Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage. German is an asset.


Evaluation of qualified candidates may include an assessment exercise and a 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. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Other Skills and Requirements

Availability to rotate in day and night shifts, for overtime and on-call assignments, depending on the needs of the service.

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

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

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


Above texts are copied from United Nations Official Web Page (careers.un.org) 
Copyright 2018 United Nations. All rights reserved

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