Org. Setting and Reporting

This position is located in the Chinese Translation Section, Languages Service, Division of Conference Management, Department for General Assembly and Conference Management, Geneva. The Incumbent reports to the Chief of Section.

Responsibilities

Under the supervision of the Chief, Chinese Translation Section, the Documents Management Assistant will be responsible for the following duties:

A. Technical and Programming functions:
– Receives incoming documents for translation/editing, logging them into gDoc and tracking them through gDoc until translated.
– Dispatches translated documents to the appropriate Text Processing Unit, logging them out through gDoc, while respecting deadlines.
– Assists the Programing Officer with the distribution of documents for translation/editing and revision, dividing texts as necessary.
– Communicates with Documents Management Section (DMS) to ensure timely processing of documentation, in particular pre-session and in-session material.
– Liaises with Chief of Section, translators/revisers, Editing and Publishing Processing Units and DMS on document processing.
– Enters data into gDoc productivity programme related to special assignments.
– Enters data into spreadsheets on meetings assignments to track workload distribution.
– Liaises with the Contractual Translation Management Unit and DMS in order to arrange outsourcing of documents for translation/editing, and update the Contractor Management Application (CMA) accordingly.
– Responds to ad-hoc requests.

B. Administrative Support:
– Keeps up-to-date records of attendance, overtime, compensatory time, flexible working arrangement, training and external studies.
– Prepares weekly list of staff and allocates office space to temporary staff members (in coordination with the Senior Administrative Assistant of the Office of the Chief).
– Orders and manages office supplies in coordination with the document assistant.
– Performs administrative functions as may be requested by the Chief of the Translation Section or the Documents Management Assistant, G-6.
– Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
– Assists with visualizations and updating information material such as web pages or brochures.

Competencies

PROFESSIONALISM:
– Thorough knowledge of the translation/editing process and the use of a dedicated document management system. – Ability to use computer equipment and any Enterprise Resource Planning (ERP) system. – 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 the audience. – Demonstrates openness in sharing information and keeping people informed.

TECHNOLOGICAL AWARENESS:
– Keeps abreast of available technology. – Understands applicability and limitations of technology to the work of the office. – Actively seeks to apply technology to appropriate tasks. – Shows willingness to learn new technology.

Education

High school diploma or equivalent is required.

Work Experience

At least five (5) years of experience in documentation processing, secretarial, administrative or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.

Out of these five years, two (2) years of experience within the United Nations Common System or similar international organizations is desirable.

One (1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English or French is required; knowledge of the other is also required. Knowledge of Chinese is desirable. Knowledge of another UN official language is desirable.

Assessment

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

Special Notice

• This position is temporarily available until [specific date]. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

• This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits applicable to international recruitment.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.