Documentation Processing Assistant

Job Advertisement

Position Title: Documentation Processing Assistant
Location: Copenhagen
Country: Denmark
Deadline Date: Not specified

Job Details

Job Posting Organization:
The World Health Organization (WHO) is a specialized agency of the United Nations responsible for international public health. Established on April 7, 1948, WHO has a mission to promote health, keep the world safe, and serve vulnerable populations. It operates in over 150 countries and has more than 7,000 employees worldwide. WHO's work encompasses a wide range of health issues, including disease prevention, health promotion, and emergency response, with a focus on achieving universal health coverage and health equity.

Job Overview:
The Documentation Processing Assistant will be part of the Regional Governance and Languages (RGL) unit within the director" style="border-bottom: 1px dotted #007bff !important;">Executive Director's division (EDD) of WHO Europe. This position is crucial for ensuring the quality and accuracy of documentation related to the governance and management of WHO at various levels. The role involves processing documentation from initial drafts to final products, which includes proofreading, editing, and formatting documents for regional governing bodies and conferences. The assistant will work closely with the English team to maintain high standards of documentation and ensure timely delivery of materials. The position requires a keen eye for detail, strong organizational skills, and the ability to work collaboratively in a team environment. The successful candidate will contribute to the overall mission of WHO by supporting effective communication and governance processes within the organization.

Duties and Responsibilities:
The key duties of the Documentation Processing Assistant include:

• Processing translated, edited, and revised drafts of English language documentation for sessions of regional governing bodies and conferences.
• Proofreading English texts to ensure accuracy, readability, and clarity, while raising queries for review and resolution.
• Contributing to and updating the English style notes and Perfect It in conjunction with the Editor.
• Formatting and ensuring the correct layout of English governing bodies' documentation using appropriate templates.
• Finalizing documentation with regard to format and layout, and completing final checks as per standard operating procedures.
• Managing workflow updates and communicating the status of documents to RGL colleagues.
• Maintaining records of documentation production status and priorities for reference by the English team.
• Finalizing English governing body documents for dispatch/publication and adhering to filing procedures.
• Creating, maintaining, and testing English WHO/Europe templates. 1
• Acting as a backup for the Monitoring Assistant and monitoring the LNG inbox as required. 1
• Maintaining Outlook tasks, registering, and uploading documents into SharePoint, and initiating workflows. 1
• Performing other duties as required to support the RGL unit.

Required Qualifications:
The required qualifications for the Documentation Processing Assistant position include:

• Education: Equivalent to graduation from secondary school, supplemented by secretarial and/or language training.
• Experience: At least 5 years of progressively responsible experience in the secretarial/administrative field, with demonstrated experience in teamwork.
• Desirable experience includes at least 2 years in documentation processing, proofreading, copy editing, or teaching English as a foreign/native language. Familiarity with communication platforms such as SharePoint and editing/proofreading/translation software is also desirable. Relevant work experience in an international environment or institution, particularly within WHO or the United Nations, is advantageous.

Educational Background:
The educational background required for this position includes a secondary school graduation equivalent, supplemented by secretarial and/or language training. A relevant higher education degree from an accredited institution is desirable, indicating a strong foundation in language and communication skills necessary for the role.

Experience:
The position requires at least 5 years of progressively responsible experience in the secretarial or administrative field. Candidates should have demonstrated experience working as part of a team, showcasing their ability to collaborate effectively with colleagues. Desirable experience includes at least 2 years in documentation processing, such as proofreading and copy editing, or experience in teaching English as a foreign or native language. Familiarity with communication platforms and editing software is also beneficial, along with relevant work experience in an international context.

Languages:
Essential for this position is expert knowledge of English, as the role involves extensive documentation processing in English. Desirable languages include intermediate knowledge of French, Russian, and German, which would be beneficial in a multilingual work environment and enhance communication with diverse stakeholders.

Additional Notes:
The WHO offers an attractive remuneration package for this position, starting with an annual net base salary of DKK 344,273, subject to mandatory deductions for pension contributions and health insurance. The position includes 30 days of annual leave. This vacancy notice may be used to fill other similar positions at the same grade level. Candidates under serious consideration will be contacted, and a written test or asynchronous video assessment may be part of the screening process. Candidates selected for an interview will need to provide scanned copies of their required educational qualifications. WHO emphasizes the importance of recruiting staff from a wide geographical basis and is committed to diversity and inclusion in its workforce. The organization has a zero-tolerance policy towards sexual exploitation and abuse, and all candidates will undergo background verification. The position is subject to local recruitment, and candidates must confirm their vaccination status as required by WHO before undertaking an assignment.