Documents Management Assistant

Job Advertisement

Position Title: Documents Management Assistant
Location: Geneve
Country: Switzerland
Deadline Date: Not specified

Job Details

Job Posting Organization:
The position is located within the Documents Control Unit of the Documents Management Section, which is part of the Central Planning and Coordination Service (CPCS) under the Division of Conference Management (DCM) of the Department for General Assembly and Conference Management at the United Nations in Geneva. The organization is dedicated to ensuring the effective management of documentation for the United Nations, facilitating the smooth operation of its various bodies and services. The United Nations, established in 1945, operates globally with a mission to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations. It employs thousands of staff across various countries and is committed to upholding international standards of human rights and law" style="border-bottom: 1px dotted #007bff !important;">humanitarian law.

Job Overview:
The Documents Management Assistant will play a crucial role in the processing and management of official documents within the United Nations framework. This position requires a thorough understanding of the United Nations documentation processes, including parliamentary documents and official publications. The incumbent will be responsible for monitoring the progress of document submissions, ensuring compliance with established guidelines, and coordinating with various departments to facilitate timely document production. The role demands a high level of professionalism, attention to detail, and the ability to adapt to changing procedures. The assistant will also be expected to address queries regarding documentation status and perform additional duties as required, contributing to the overall efficiency of the documentation process.

Duties and Responsibilities:
The incumbent's responsibilities include monitoring the progress of official document submissions in collaboration with the DMS Planning Unit, ensuring submissions align with workload forecasts and agendas. They will verify compliance with United Nations rules governing documentation and propose necessary amendments to document formats. The assistant will enter detailed information into the gDoc system, ensuring all fields are populated for scheduling and statistical extraction. They will monitor the timely submission of documents, coordinate corrections across language versions, and respond to queries about documentation status. Additional duties may be assigned as needed, requiring flexibility and a proactive approach to problem-solving.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A strong background in documentation or a related field is essential, with at least five years of relevant experience required. This experience can be reduced to three years for candidates with a first-level university degree or higher. Familiarity with the United Nations documentation system and the gDoc platform is highly desirable. Candidates should demonstrate a thorough understanding of the policies and guidelines governing documentation within the United Nations framework.

Educational Background:
A high school diploma or equivalent is mandatory for this position. While no specific job-related qualifications are listed, candidates with higher education degrees may have an advantage in the selection process, particularly those with degrees related to international relations, public administration, or documentation management.

Experience:
The position requires a minimum of five years of experience in the documentation field or a related area. For candidates with a first-level university degree or higher, the required experience is reduced to three years. It is particularly advantageous for candidates to have experience within the United Nations Common System or similar international organizations, as well as familiarity with the United Nations documentation system and the gDoc platform.

Languages:
Fluency in either English or French is required, with knowledge of the other language being essential. Candidates who possess knowledge of another UN official language will be considered favorably, as the United Nations operates in multiple languages and values linguistic diversity.

Additional Notes:
This position is subject to local recruitment, meaning applicants must be authorized to work for the United Nations in Geneva. Those selected from outside the duty station will be responsible for their relocation expenses. Local recruits are not eligible for allowances or benefits exclusive to international recruitment. The United Nations emphasizes the importance of diversity and inclusion in its hiring practices, ensuring equal opportunities for all candidates regardless of gender identity, sexual orientation, race, or disability. Reasonable accommodations may be provided for applicants with disabilities upon request.