Org. Setting and Reporting

These positions are located in the Documents Management Section (DMS), Central Planning and Coordination Division, Department for General Assembly and Conference Management (DGACM), New York. DCU coordinates the processing and issuing of documents submitted for the sessions of intergovernmental bodies meeting at Headquarters, and for meetings away from Headquarters of bodies headquartered in New York. The Senior Editorial Assistant reports to the Chief/Deputy Chief of the Documents Management Section.

Responsibilities

Within delegated authority, and under the supervision of the Chief of the Documents Management Section, and working closely with the Documents Planning Unit and Operations Unit, the incumbents are responsible for the following duties:

(a) manage the documentation submitted for translation into languages, for consideration by intergovernmental bodies of the United Nations (General Assembly, Security Council, ECOSOC); (b) evaluate the submission of all material accepted for translation required for consideration of the assigned intergovernmental body, and for UN Publications, and negotiate with the technical and substantive offices concerned the processing and reproduction of material submitted; (c) provide technical expertise on publications in accordance with legislative mandate as well as administer the approved Publications Board programme; (d) On a rotational basis, manage the operations of the Unit outside normal working hours; (e) Serve as a Documents Management Assistant to service meetings away from Headquarters; (f) Coordinate and arrange translation of documents with DGACM offices in other duty stations and regional commissions, through the use of the United Nations global tracking system (gDoc 2.0); asses workload capacity for possible work-sharing to be taken by DGACM in New York, and liaise with document officers from other duty stations on the possibility of work-share taken by their duty stations. (g) prepare and draft inputs and information/data on a wide range of operational and statistical projects, highlighting noteworthy issues/trends for consideration by management; (h) establish internal databases; set up files, store and manage data and information relevant to the scope of programme/project activities; (i) supervise office support staff, including distribution and review of work assignments, training, and inputs to performance evaluation.

Competencies

PROFESSIONALISM: Knowledge of policies and business processes in the area of documentation; -Knowledge of documents workflow and documents processing systems such as gDoc and ODS; – Proficiency in MS Excel; – Shows pride in work and in achievements; -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 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

High school diploma or equivalent.

Work Experience

A minimum of ten years experience in conference services, analysis and processing of documentation or servicing meetings for intergovernmental bodies, administration/management is required.

Experience in using electronic programmes, databases and documentation management software is required.

A minimum two (2) years of experience working with MS Excel is required.

Experience in providing reference or technical support to language staff and using resource management systems is desirable.

Experience with documentation processes of the United Nations or a similar international organization is desirable.

Languages

English and French are the working languages of the United Nations. For this post, fluency in English is required. Knowledge of another Official UN 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 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 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. Having passed the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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.

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.