Department/ Office
United Nations Office at Vienna
Duty Station
VIENNA
Posting Period
22 October 2013-21 November 2013
Job Opening number
13-CON-UNOV-31053-R-VIENNA (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
The Documents Management Unit (DMU), Planning, Coordination and Meetings Section (PCMS), Conference Management Service (CMS), Department for Management (DM) of the United Nations Office at Vienna (UNOV) has a temporary vacancy of Documents Management Assistant, (G-6) for the duration of the regular incumbent's assignment.
Responsibilities
Participate, as a member of a team, in the processing of documents, publications and formal/official communications by receiving and analysing documentation against submission requirements, providing reference and terminology services to editors and translators with regard to submitted documents, and tracking documentation through the CMS workflow liaising with client secretariats, CMS production units and counterparts at other UN duty stations and international organizations.
Conduct in-depth analysis of submitted documents to ensure compliance with relevant submission standards and regulations and to identify whether all or parts of text have been taken from previously translated sources and identify these sources on the basis of research or using electronic tools supported by databases.
Enter, track and update document information in the electronic Documents, Conference and Production Management System (DCPMS); address possible technical problems and assist in solving them; ensure that instructions relevant to each CMS section/unit are clearly reflected in DCPMS at each stage of the processing cycle.
Prepare outgoing texts for submission to the translation, editorial and text processing units by checking accuracy of information, reference material, style and adherence to established formats, by verifying resolutions, quotations, etc. and by providing electronically marked up documents with source information.
Track the deadlines for submission of documentation, processing schedules and the progress of work and follow up with client secretariats and collaborating offices at other duty stations or international organizations, as required.
Transmit corrections made by author departments/divisions to texts in processing and respond to queries from submitting offices and processing units concerning the status of documentation. Advise author departments on submission requirements and policies, guidelines, rules and regulations relating to the control and limitation of documentation; prepare cost estimates for translation and/or printing as required.
In the correspondence area, maintain databases of addressees, process final communications , present them for approval to the submitting office and transmit them electronically and for hardcopy distribution.
In the reference and terminology area, maintain multilingual terminology databases and the reference resource centre on the Intranet, liaise with Terminology Focal Points in the translation sections and answer queries from and provide support to in-house and contractual translators.
Produce statistical and other reports on documents and/or official communications processed by the Unit.
Participate actively in the further development of IT applications used for electronic workflow of documentation, reference and terminology, on-line creation and issuance of correspondence.
Undertake cross training and engage in multitasking in order to work flexibly as a member of a team in an evolving documents management environment.
Perform other related work as required.
Competencies
Professionalism – Knowledge of the UN documentation policies and practices including the document processing chain and relevant operational procedures as well as the policies, guidelines, rules and regulations on control and limitation of documentation in order to evaluate submissions for processing and distribution. Understanding of the functions, the organization and the roles of other Conference Management Service sections/units. Demonstrated ability to apply good judgement in the context of assignments given. Show pride in work and in achievements; demonstrate competence and mastery of subject matter; be conscientious and efficient in meeting commitments, observing deadlines and achieving results; be motivated by professional rather than personal concerns; show persistence when faced with difficult problems or challenges; remain calm in stressful situations.
Teamwork – Good interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Work collaboratively with colleagues to achieve organizational goals; solicit input by genuinely valuing others' ideas and expertise; be willing to learn from others; place team agenda before personal agenda; support and act in accordance with final group decision, even when such decisions may not entirely reflect own position; share credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning and Organising – Effective time management skills to determine priorities; ability to plan own work in order to meet designated deadlines. Develop clear goals that are consistent with agreed strategies; adjust priorities as required; foresee risks and allow for contingencies when planning; monitor and adjust plans and actions as necessary; use time efficiently.
Education
Completed secondary education and appropriate office training. Must have passed the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognised locally-administered test at a United Nations Office.
Work Experience
Seven years of progressively responsible experience in conference services, processing of multilingual official documentation/correspondence or related area, preferably in an international organization. Working experience with documents management systems such as Documents, Conference and Production Management System (DCPMS) and/or with maintaining and utilising terminology databases, and performing referencing is highly desirable.
Languages
English and French are the two working languages of the United Nations Secretariat. For the position advertised, fluency in English, i.e. oral and written proficiency, is required. Excellent working knowledge of Russian and/or French is/are highly desirable. Knowledge of other United Nations official languages is an advantage, particularly for terminology work.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.
Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognised locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
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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