Documents Management Assistant

Job Posting Organization:
The position is located in the Office of the High Commissioner for Human Rights (OHCHR), specifically within the Engagement and Partnerships Service (EPS) and the Meetings, Documents and Publications Unit (MDPU) in Geneva. The OHCHR is dedicated to promoting and protecting human rights globally, working to ensure that international human rights standards are upheld and that individuals can enjoy their rights without discrimination. The organization plays a crucial role in addressing human rights violations and advocating for justice and accountability. Established in 1993, the OHCHR operates in various countries, engaging with governments, civil society, and other stakeholders to foster a culture of human rights. The office employs a diverse team of professionals committed to advancing human rights and operates in multiple countries, reflecting its global mission.

Job Overview:
The Documents Management Assistant will play a vital role in the processing and management of documents within the OHCHR. This position requires a keen understanding of UN documentation rules and procedures, as the incumbent will evaluate pre-session, in-session, and post-session documents to ensure compliance with legislative mandates and submission deadlines. The role involves assisting colleagues in adhering to established policies and guidelines, verifying document conformity to organizational standards, and providing guidance on document preparation and formatting. The assistant will also be responsible for maintaining a monitoring system for document submissions and training new staff members. This position is essential for ensuring that the documentation process runs smoothly and efficiently, contributing to the overall effectiveness of the OHCHR's operations.

Duties and Responsibilities:
The Documents Management Assistant will be responsible for a variety of tasks, including: evaluating documents submitted for processing to ensure they meet legislative mandates and submission deadlines; verifying conformity to word counts, standard styles, and formats; registering documents in the gDoc system and updating status tables; providing guidance to submitting officers on document formatting and preparation; liaising with the Documents Management Section on document-related matters; maintaining a monitoring system for timely document submissions; training and supervising new staff; handling complex cases and providing historical context on specific issues; and performing other tasks as requested by the Head of Unit. This role requires a proactive approach to problem-solving and effective communication skills to ensure that all documentation processes are adhered to and that any issues are promptly addressed.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of experience in conference services and documentation management is required, although this requirement is reduced to five years for candidates with a first-level university degree or higher. Proficiency in Microsoft Office Suite, particularly in databases and Excel, is essential. Experience within the United Nations common system or a similar international organization is desirable, as is familiarity with document management systems such as gDoc. Candidates should demonstrate a strong understanding of UN documentation rules and procedures, as well as the ability to work effectively in a team-oriented environment.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher will have a reduced experience requirement, indicating that higher education is valued and may enhance a candidate's qualifications for the role.

Experience:
Candidates are required to have a minimum of seven years of relevant experience in conference services and documentation management. This experience is crucial for understanding the complexities of UN documentation processes and ensuring compliance with established guidelines. For those with a first-level university degree or higher, the required experience is reduced to five years, allowing for a more diverse pool of applicants. Experience working with Microsoft Office Suite, particularly in databases and Excel, is also required, as these tools are essential for managing documents effectively. Additionally, experience within the UN common system or similar international organizations is desirable, as it provides candidates with a contextual understanding of the UN's operational framework.

Languages:
Fluency in oral and written English is required for this position. Knowledge of another United Nations official language is considered an advantage, as it enhances communication capabilities within the diverse linguistic environment of the UN. Proficiency in additional languages can facilitate better collaboration with international colleagues and stakeholders.

Additional Notes:
This position is temporarily available for three months, with the possibility of extension depending on the availability of funds. It is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in Geneva. Candidates selected from outside the duty station will be responsible for their relocation expenses. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The position may provide an opportunity for the successful applicant to gain new work experience, but it is important to note that this temporary assignment does not guarantee future employment in the same role. The selection process may be limited to internal candidates who have been recruited through a competitive examination or selection process. The United Nations is committed to creating a diverse and inclusive work environment, and reasonable accommodations may be provided for applicants with disabilities.