Department/ Office
Department for General Assembly and Conference Management
Duty Station
NEW YORK
Posting Period
3 October 2013-2 November 2013
Job Opening number
13-CON-DGACM-30861-R-NEW YORK (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
These positions are located in the Editorial, Terminology and Reference Service, Department for General Assembly and Conference Management (DGACM), New York. The incumbent will report to the Chief of the Editorial Control Section or the Chief of the Official Records Editing Section.
Responsibilities
Within delegated authority the Editorial Assistant will be responsible for the following duties:
Screens documents and publications submitted for editing in order to ensure compliance with submission standards
Registers incoming and outgoing texts in the electronic document-tracking system; informs the Programming Officer, senior assistant and/or Chief of Section of technical problems concerning submission and registration and assists in resolving them
Assists the Chief of Section, Programming Officer and/or senior assistant in assigning incoming jobs and tracking the workflow; informs all concerned of changes in processing schedules and transmits corrections to texts made by author departments/divisions
Ensures that outgoing texts are submitted correctly to the translation services/ text-processing units/reproduction section
Maintains, and updates as necessary, files on processing guidelines and procedures
Acts as focal point for the release of texts to the Official Document System (ODS) and the Language Exchange Operation (LEO)
Provides referencing and research assistance to language staff, contacting other UN offices and permanent missions as necessary
Responds to queries from other departments or services concerning documents submitted for processing; refers queries to the appropriate parties as necessary
Maintains the Section's collection of UN documents, publications and other reference materials, including special databases
Compiles statistics on the output and workflow of the Section
Ensures that all staff in the Section, including temporary staff, have basic computer equipment, software and telephone and e-mail services
Provides basic technical support to all staff in the Section; performs basic troubleshooting functions in a timely manner; maintains contact with Information and Communications Technology Section (ICTS) and reports problems to the help desk as required
Performs general office support functions for the Section, using IMIS to requisition supplies, and maintains attendance records
Liaises with editors to ensure that changes or corrections to edited texts are included on eDoc
Prepares statistics related to temporary assistance and evening/weekend/holiday duty assignments
Trains incoming support staff
Assists Section Chief in recruiting temporary editorial assistance
Assists and replaces the senior assistant as required
Carries out other tasks upon request
Covers other General Service staff functions during periods of leave
Competencies
Core Competencies:
1. Professionalism:
Demonstrates knowledge of UN documentation, the document- processing chain and relevant operational and administrative procedures
Demonstrates familiarity with UN editorial policies and practices and a thorough understanding of the Editorial, Terminology and Reference Service and the roles of related services/sections
Shows pride in work and 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
Is committed to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
2. 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
3. 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
Education
High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally administered test at offices away from Headquarters.
Work Experience
A minimum of five (5) years of experience in office support functions, including screening and registering UN documentation submitted for processing (including familiarity with eDoc system), and providing research and/or technical support to language staff. Very good knowledge of eDoc, ODS, Excel and Word. Qualifying years of experience are calculated following the receipt of a high-school diploma recognized by the United Nations.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
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 recognized 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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