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 Conference on Disarmament Secretariat and Conference Support Branch of the Office for Disarmament Affairs. The United Nations, established in 1945, is an international organization founded to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among countries. It operates in multiple countries worldwide, with a mission to maintain international peace and security, promote sustainable development, and uphold human rights. The organization employs thousands of staff members across various departments and agencies, working collaboratively to address global challenges.

Job Overview:
The Documents Management Assistant plays a crucial role in the planning and scheduling of pre-session documents for the Conference on Disarmament and other official meetings serviced by the Branch. This position requires a thorough understanding of the UN's documentation processes and the ability to ensure compliance with submission deadlines and formatting guidelines. The assistant will be responsible for evaluating documents, maintaining databases, and responding to queries from various departments. The role also involves training new staff and assisting with data analysis and presentations, making it essential for the candidate to possess strong organizational and communication skills.

Duties and Responsibilities:
The Documents Management Assistant will carry out a variety of tasks, including: assisting in the planning and scheduling of pre-session documents, evaluating submitted documents for compliance with legislative mandates, preparing documents according to editorial and formatting directives, maintaining a computerized database for document tracking, responding to queries from author departments, preparing official documents for various meetings, maintaining an electronic repository of documents, training and supervising new staff, collecting and analyzing data for reports, and assisting with the creation of visual materials such as web pages and brochures. The role requires a proactive approach to managing documentation and ensuring timely access to information.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Additionally, they should have at least seven years of experience in conference services, documentation processing, or a related field. For those with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Experience in preparing documentation for publication, including proofreading and formatting, is desirable, as is familiarity with conference management software and data analytics.

Educational Background:
A high school diploma or equivalent is required for this position. While no specific job-related qualifications are mentioned, candidates with higher education degrees may have an advantage in meeting the experience requirements.

Experience:
The position requires a minimum of seven years of relevant experience in conference services, documentation processing, or a related area. Candidates with a first-level university degree or higher may qualify with five years of experience. Experience in documentation preparation, proofreading, formatting, and familiarity with conference management software is highly desirable.

Languages:
Fluency in both English and French is required, as these are the working languages of the United Nations Secretariat. Knowledge of another official UN language is considered an advantage, enhancing the candidate's profile for this position.

Additional Notes:
The appointment for this position is for an initial period of one year and is subject to local recruitment rules. Applicants must be authorized to work for the United Nations in the duty station where the position is located. Those selected from outside the duty station will be responsible for their relocation expenses. Local recruits are not eligible for international allowances or benefits. The United Nations emphasizes the importance of diversity and inclusion in its workforce and is committed to providing reasonable accommodations for applicants with disabilities during the recruitment process.