|Posting Title:||DOCUMENTS ASSISTANT, G6|
|Job Code Title:||DOCUMENTS ASSISTANT|
|Department/Office:||United Nations Environment Programme|
|Posting Period:||28 April 2020 – 27 May 2020|
|Job Opening Number:||20-Conference Services-UNEP-133921-R-Geneva (X)|
Org. Setting and Reporting
The United Nations 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.
CITES (Convention on International Trade in Endangered Species of Wild Fauna and Flora) is an international agreement between states. Its aim is to ensure that international trade in specimens of wild animals and plants does not threaten their survival(www.cites.org). The CITES Secretariat is administered by UNEP and is located at the Geneva duty station.
Under the supervision of the Chief of the Governing Bodies and Meeting Services Team (GBMS), the incumbent will, within limits of delegated authority provide assistance and support within the team as well as to other teams of the Secretariat:
1. Assistance and support for CITES meetings in particular the Conference of Parties and Standing, Animals and Plants Committees:
a) Work related to meeting documents:
– Receive documents prepared by Secretariat teams and process for editing and translation in English, French and Spanish using computer-assisted translation tools where appropriate. Ensure that proper formats have been adhered to and provides advice to teams on formatting requirements as necessary;
– Assist with maintaining documents flow during meetings related to in-session documents and summary records; and
– Webpost documents on the CITES website and update specific pages as necessary.
b) Work related to the registration of participants and duties and responsibilities at meetings:
– Collaborate with and support the Meeting Services Assistant on the update and use of the registration database for all meetings; and
– Support colleagues with other actions as required immediately before, during and after the meetings themselves.
2. Maintenance, updating and publication of official CITES reference documentation and associated data management needs:
a) Receive and process for formatting, editing and translation; Notifications to the Parties, website pages, Alerts, Press Releases, staff correspondence, documents for Secretariat-convened ad hoc meetings and other miscellaneous documentation, using computer-assisted translation tools where appropriate. Support web posting and dissemination of such documentation as required.
b) Maintain official documentation templates for the Secretariat and assist in the establishment of Standard Operating Procedures, where required.
c) Maintain and help to develop lists and databases of official CITES documentation, including Notifications to the Parties, Resolutions and Decisions, shared drives of common documents.
d) Contribute to the development of automated search tools for CITES documents and other tools for manipulating and using information and documentation.
3. Support to the team and other duties as assigned:
a) Provide general office assistance for the team; respond to information request and inquiries from Parties and others; logs and routes incoming correspondence; sets up and maintains files/records; handles routine administrative tasks for meetings
b) As required, in the absence of the Documents Clerk, allocate incoming postal mail and emails to CITES’ mailbox to the correct staff member, answer switchboard and redirect calls and dispatch outgoing postal mail.
c) Provides training to other staff on the use of templates, as well as on other document-related software.
d) Perform other related duties as assigned.
Professionalism: Knowledge of document management tools, computer assisted translation tools, such as SharePoint as well as working experience with an international organization is highly desirable. Ability to implement the required tasks with minimum supervision. 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.
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.
Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
High school diploma or equivalent is required. Additional/supplementary training in administration, office management, document management or courses related in the area is highly desirable.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.
A minimum of seven (7) years of progressively responsible work experience in document processing and management, conference management, in an office support function with a thorough understanding of the documentation processes and requirements is required.
Proficiency in document management tools, computer assisted translation tools, such as SharePoint is desirable. Working experience with an international organization is highly desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and French languages, is required, Working knowledge of Spanish is desirable. Knowledge of another UN language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Appointment against this post is on a local basis. Appointment against this position is for an initial period of one year and may be subject to extension. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment. 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. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists please seek technical assistance through the Inspira “Need Help?” link.
Internal Applicants – when completing the PHP, 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
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.
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.
Above texts are copied from United Nations Official Web Page (careers.un.org)
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